{"id":135443,"date":"2021-06-08T12:21:18","date_gmt":"2021-06-08T16:21:18","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=135443"},"modified":"2021-08-25T11:29:36","modified_gmt":"2021-08-25T15:29:36","slug":"hybrid-meeting-tips","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/support\/hybrid-meeting-tips\/","title":{"rendered":"Hybrid Meeting Tips"},"content":{"rendered":"

Hybrid meetings, where some participants are physically together and others are joining via Zoom<\/a>\u00a0or Microsoft Teams<\/a> present a unique set of challenges. Here are some tips to help ensure successful hybrid meetings:<\/p>\n

Be Prepared<\/em><\/h2>\n

Before planning your first hybrid meeting, take a moment to assess your space. Your local IT support teams can help you identify what will or won\u2019t work when bringing hybrid meetings into a conference room.<\/p>\n

1.\u00a0\u00a0\u00a0 Evaluate and Test<\/h3>\n

Start by reviewing what equipment is available in the space and test it. If your room hasn\u2019t been used for hybrid meetings before or hasn\u2019t been used in a long time, this can help you identify areas for improvement before your first meeting. With those identified and addressed, you\u2019ll feel more confident using the space, which can make for a smoother hybrid meeting experience.<\/p>\n

2.\u00a0\u00a0\u00a0 Audio<\/h3>\n

Clear and comprehensible communication can make or break any meeting experience. When you perform a test meeting, make sure remote attendees be heard and can hear everyone in the room from multiple seating positions.<\/p>\n

3.\u00a0\u00a0\u00a0 Video<\/h3>\n

Ensuring that remote attendees can see everyone in the room will help make them feel included in your hybrid meeting. Similarly, seeing your remote attendees will help make the experience more natural for participants in your room.<\/p>\n

4.\u00a0\u00a0\u00a0 Presentations<\/h3>\n

Consider what content you will be presenting. Being able to see remote participants while sharing will make the experience more interactive for everyone. To accomplish this, you may need an enhanced solution that allows you to present documents, view or make notes, and see your remote participants at the same time.<\/p>\n

5.\u00a0\u00a0\u00a0 Accessibility<\/h3>\n

Some participants may not be able to view, for a disability related reason or not, shared screen content. This also considers individuals that may be joining the meeting through a mobile device. You may want to share any presentation materials ahead of time and\/or narrate what’s being shown on the screen.<\/p>\n

Being able to see interpreters or captions may also be a required accommodation for some of your attendees. The site\u00a0Accessibility Tips for a Better Zoom\/Virtual Meeting Experience<\/a> by the Deaf\/Hard of Hearing Technology Rehabilitation Engineering Research Center offers a wealth of resources to address the\u00a0needs of deaf and hard of hearing participants in virtual workplace meetings.\u00a0<\/span><\/span><\/p>\n

As you test, note any areas for improvement you discover. Your local IT support can connect you with on-campus resources for planning small or large improvements your spaces. IS&T provides a number of audio\/visual services<\/a> including an a\/v systems design & consultation<\/a> service where our professional staff will work with you to plan and design an effective audio\/visual system for your facility.<\/span><\/p>\n

 <\/p>\n

Be Mindful<\/em><\/h2>\n

Running a hybrid meeting introduces new complexity that isn\u2019t present in an exclusively online or offline meeting. Keeping flow and social interaction in mind can help make for a more productive and welcoming environment.<\/p>\n

1.\u00a0\u00a0\u00a0 Designate a Technology Coordinator<\/h3>\n

Leading any meeting can be stressful. Designating a technology coordinator to run the online meeting, monitor participants, and watch the chat can allow you to focus on your content, interact with participants, and keep the meeting moving.<\/p>\n

2.\u00a0\u00a0\u00a0 Facilitate Online and In-Person Interaction<\/h3>\n

Remember that your online participants should feel as included and respected as any participants in the room. When your meeting begins, welcome your remote participants by name, if possible. Consider providing your online colleagues space to react or dedicated opportunities to join discussions. If you haven\u2019t heard from a participant in a long time, it may be helpful to check in with them when an opportunity is available.<\/p>\n

After you’ve evaluated the setup of your space, the Digital Learning & Innovation team have put together some specifics on how to run a hybrid meeting with Zoom<\/a>.<\/p>\n

There are a number of additional resources online. For those who want to dive deeper you can start with Harvard Business Review\u2019s article \u201cWhat It Takes to Run a Great Hybrid Meeting<\/a>\u201d or i4cp\u2019s \u201cConsiderations and Best Practices for Running Hybrid Meetings<\/a>\u201c<\/p>\n","protected":false},"excerpt":{"rendered":"

Hybrid meetings, where some participants are physically together and others are joining via Zoom\u00a0or Microsoft Teams present a unique set of challenges. Here are some tips to help ensure successful hybrid meetings: Be Prepared Before planning your first hybrid meeting, take a moment to assess your space. Your local IT support teams can help you…<\/p>\n","protected":false},"author":872,"featured_media":0,"parent":74764,"menu_order":20,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/135443"}],"collection":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/users\/872"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/comments?post=135443"}],"version-history":[{"count":14,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/135443\/revisions"}],"predecessor-version":[{"id":136257,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/135443\/revisions\/136257"}],"up":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/74764"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/media?parent=135443"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}