HYBRID MEETING ADVICE

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.