HYBRID MEETING CHECKLIST
A hybrid meeting is a combination of an in-person meeting and a virtual meeting. This type of meeting allows individuals to participate in a meeting regardless of their location. A hybrid meeting can be a great way to increase participation and engagement, but it requires careful planning to ensure that it runs smoothly. Here is a checklist to help you plan a successful hybrid meeting:
Pre-Meeting Preparation
Determine the purpose and goals of the meeting.
Select a date and time that works for all participants.
Choose a platform that supports both in-person and virtual participation.
Test the platform prior to the meeting to ensure it is working properly.
Determine the roles and responsibilities of each participant, including the facilitator, technical support staff, and note-taker.
Create an agenda that includes specific times for each item.
Share the agenda and any relevant materials with all participants at least one week in advance.
Determine the location of the in-person meeting and ensure it is set up for the virtual participants.
Technical Considerations
Ensure that everyone has the necessary technology to participate.
Test the audio and video equipment before the meeting.
Provide instructions for accessing the virtual meeting platform.
Have a backup plan in case of technical difficulties.
During the Meeting
Start the meeting on time and review the agenda.
Introduce all participants and review their roles.
Ensure that everyone can hear and see each other.
Encourage virtual participants to speak up and participate.
Assign a note-taker to capture key points and action items.
Remind participants of the meeting's purpose and goals throughout the discussion.
Take breaks as needed to ensure that everyone is engaged and focused.
Post-Meeting Follow-Up
Share the meeting notes and action items with all participants.
Follow up on any action items and track progress.
Evaluate the meeting to identify areas for improvement.
By following this checklist, you can plan and execute a successful hybrid meeting that engages all participants and achieves your goals.
