Hybrid meetings are now a staple in modern workplaces, connecting in-office and remote employees. However, many organizations still face challenges ensuring that remote participants can hear, see, and actively engage. To maximize collaboration and productivity, we’ve created a hybrid meeting checklist with practical tips for before, during, and after your meetings.
For remote participants, confirm that laptops or PCs have webcams, speakers, and stable internet connections.
In-office attendees may need additional hardware:
Microphones: External mics for small rooms; ceiling arrays for larger spaces.
Cameras: PTZ conference cameras for multiple views of speakers.
Wireless Presentation System: Devices like ASTROS allow laptops, tablets, and smartphones to share screens wirelessly. With ASTROS Manager, IT staff can manage gateways from a browser-based platform efficiently.
Additionally, choose a video conferencing software that suits your workflow, such as Zoom, Microsoft Teams, Google Meet, or Cisco Webex.
Run a practice meeting before the official one. Verify that microphones, webcams, displays, and conferencing software work correctly. Ensure remote participants can hear, see, and access shared slides without issues.
Define the agenda and desired outcomes. Without clear objectives, hybrid meetings can quickly lose focus. Make sure both in-office and remote attendees understand the purpose of the meeting.
Check in frequently to ensure remote attendees can follow along. Confirm they can hear, see, and understand the discussion.
Spend the first few minutes catching up with remote participants. This helps reduce feelings of isolation and prevents meeting fatigue, fostering engagement and team cohesion.
Keep meetings concise. Studies show the human brain maintains focus for roughly 45 minutes. Evaluate if each meeting is necessary, or if email updates suffice.
Send meeting notes and action items to all participants. This ensures everyone is on the same page and helps reinforce accountability.
Assign task owners for each action item and follow up. A meeting without action items often results in wasted time and reduced productivity.
Upgrading your AV setup can dramatically improve hybrid meetings. ASTROS wireless presentation solutions allow seamless screen sharing from any device, enhancing collaboration for both in-office and remote attendees. With ASTROS Manager, IT staff can manage all deployed stations easily, leaving more time for other important tasks.
Smooth hybrid meetings require preparation, the right technology, and clear communication. Use this checklist to ensure your meetings are productive, engaging, and inclusive.