Creating an Equitable Experience When Facilitating Hybrid Meetings

The rise of hybrid meetings, where some participants are physically present while others join virtually, presents a unique set of challenges. Facilitating hybrid meetings requires ensuring an equitable experience for all participants, which is not just a goal; it’s a necessity. The combination of in-person and virtual dynamics requires a thoughtful approach to fostering inclusivity and collaboration. The following include our best practices to create an equitable experience for every participant in a hybrid meeting.

1. Prioritize Inclusive Technology: Embrace technology that levels the playing field. Invest in reliable video conferencing tools, ensuring that virtual participants have seamless access to discussions, presentations, and collaborative tools. Familiarize all participants with the chosen platform’s features to mitigate any technological disparities.
2. Establish Clear Communication Protocols: Define communication norms that accommodate both in-person and virtual participants. Encourage the use of video for a more personal connection and establish guidelines for muting microphones when not speaking to minimize background noise. Facilitate an open dialogue about expectations to ensure everyone feels heard and understood.
3. Rotate Meeting Times: Consider different time zones when scheduling meetings to distribute the burden of inconvenient meeting times. Rotating meeting schedules allows all team members, regardless of location, to participate in discussions during their regular working hours, promoting a fair distribution of meeting inconveniences.
4. Assign Co-moderators: Ensure you have advocates—one physically present and one virtual—to ensure a balanced flow of communication. This approach helps address technical issues promptly and, most importantly, ensures that both in-person and virtual perspectives are equally represented.
5. Use Collaboration Tools Effectively: Leverage collaboration tools that promote inclusivity. Platforms with features like virtual whiteboards, chat functions, and real-time document sharing enhance participation from both in-person and virtual attendees. Encourage the use of these tools to foster collaborative contributions from all participants.
6. Promote Equal Participation: Actively seek input from all participants, regardless of their physical location. Encourage virtual attendees to contribute during discussions and make intentional efforts to address remote participants by name. This not only ensures inclusivity but also enriches the conversation with diversity of perspectives.

In the age of hybrid work models, crafting an equitable meeting experience is fundamental to harnessing the full potential of a diverse and distributed team. By embracing inclusive technology, establishing clear communication norms, and promoting a culture of empathy, organizations can navigate the complexities of hybrid meetings with grace.