Although we are finally able to start gathering in person, not everyone is comfortable or able to attend face-toface meetings, leaving us with a challenge of figuring out how to hold them both in person and virtually. Hybrid meetings are going to become part of our new “normal,” which means we need to learn how to run them well. Some advice includes:

• Invest in good technology: A small laptop with a built-in webcam may not be the best option for a hybrid meeting. Consider getting a large monitor to hook up to your computer, a wide screen webcam (with a good mic), and speakers. This way it is easy for all attendees to see and hear one another. A good internet connection is also essential.

• Be smart with your layout: Set up the room in a way that works for all attendees. Seat everyone so they are visible, and so they can see virtual attendees, and make sure any props or whiteboards can be seen both on-screen and in-person. It may take some time to figure out what works best in your space.

• Have virtual attendees join early: Ask them to come 10-15 minutes early to address technology issues and so everyone is ready when the meeting begins.

• Encourage participation: Consider adding activities or discussion points that involve everyone. Specifically ask virtual attendees for input so they don’t feel left out.

• Have an in-person attendee in charge of the technology: Designate one person to keep an eye on the virtual call to make sure things are running smoothly. This person can also keep an eye on the chat and relay any input from virtual attendees.

• Prepare a back-up plan: Have a way for people to join if the technology fails and communicate this plan ahead of time. This could simply be a dial-in conference call.

Most of us are beginners in this area. It may take time to become comfortable and proficient at holding hybrid meetings, but we encourage you to consider these tips and give it a try!

This article was published in the Venango Chamber’s July 2021 VenangoWorks! Newsletter.