164-TipsForHybridMeetings

Meetings, where everyone is online, are much easier when there is a mix of remote and in-person participants. In hybrid meetings, we need to pay attention to different things. This episode highlights tips that you can use to make your hybrid meetings a success.

Special thanks to Steffen Clausjürgens & Nenad Maljković for the tips and the idea.

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When we are all in person it’s pretty easy to have a meeting and when we are all remote it’s pretty easy to have meeting. But when you have some people that are remote and some people that are in person, it just gets exponentially harder the more remote people that you have. Now if you only have one or two remote participants that are beaming into an in person meeting I highly recommend getting a Kubi Tele presence robot, they are about seven hundred US dollars apiece. This allows a person that is beaming in to move themselves from side to side and also you can shake your head up and down and side to side of course and it’s great for the remote participants because they actually get sort of an equal place at the table. They are not just beamed in like a really big head in front of anybody or beamed in on a laptop that doesn’t move and they are just looking at the same person across the table from them. So the Kubi is great for that and for the in person people the Kubi gives the remote participants movement which really humanizes them, so that is really a tip for a hybrid meeting if you’ve only got one or two participants

Tips for having great hybrid meetings

  1. HAVE GOOD EQUIPMENT. it is really important that you’ve got great equipment like having a great internet connection and a great speaker, not one of those old-fashioned spider phones that sits in the middle of the table that nobody can hear unless you’re leaning over it. You’ve got to get a good spider phone if you must, they do have much better quality these days but also just a good speaker. The Jobber has a great portable USB conference phone called the jobber speak 410 but there are also great conference room equipment setups out there and it’s very good to invest in one of those.
  2. MAKE SURE YOU HAVE A QUIET ENVIRONMENT. If it’s really in an open office space the remote participants won’t be able to hear anything
  3. HAVE A MEETING FACILITATOR. This is somebody who facilitates the agenda and is responsible for making sure that the agenda items get spoken about and that everybody’s voice gets heard.
  4. ESTABLISH YOUR MEETING ETIQUETTE. For online meetings, you should establish visual cues to know when someone wants to participate in the conversation, or when they are excited about what is being said.
  5. MAKE THE AGENDA ACCESSIBLE TO EVERYBODY. When you are in person you can hand an old fashion paper agenda but with remote participants things are different. A good tool for this lucid meetings. They allow you to set an agenda an people can take notes and add contributions as you go through the meetings.
  6. ASIGN EACH REMOTE PARTICIPANT AN ACCOUNTABILITY PARTNER. That way if something happens they have someone to go to and don’t have to interrupt the facilitator.
  7. HAVE A BACK CHANNEL. Have a running chat that people can use to ask for clarification or ask questions or post links to what they are talking about.
  8. START YOUR MEETINGS WITH AN ICEBREAKER QUESTION. icebreakers have two functions; one is to have everybody go around and say something because science says that if you’ve said something before the meeting starts you’re more likely to speak up again during the meeting so that increases engagement. The second thing is that it is a great way to get to know each other, so you can do an icebreaker question around food for example or drinks and it’s just a little bit of insight into somebody’s personality.
  9. FAVORITE THE REMOTE SPEAKER. When two people start speaking at once during a remote meeting and one of them is remote and the other one is hybrid, favor the remote speaker because they have less context and are less present in the room.
  10. IT’S GOOD TO TAKE A BREAK. If your meeting goes on more than forty-five minutes, its good to take a break, it can be anything like looking at something in the distance, readjust the eyes, or even stretch. Afterwards, you will find the participants much more refreshed and alert.
  11. RECORD YOUR MEETING. Sometimes it’s difficult to get everyone on a remote team at the same e-place at the same time. With online meetings, you have the advantage of being able to record your meeting for those that can’t make it.
    1. PRO TIPBrief minutes for meetings are really helpful for those that don’t make it because they can decide if they need to watch the recording. It also is a good practice to reference the cards or project management tool links during the call so people who watch or don’t can easily find what you’re talking about.

So I hope that you’ve enjoyed these tips, I am sure that this is not all of the tips that exist of course, so if you have suggestions for things that have worked or not worked during your hybrid meetings I would love to hear them, you can put them in the comments of this podcast post of the website or you can email me.

Useful Resources

 


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Original transcript

Hello everybody and welcome to episode number one hundred and sixty four, today we are going to be focusing on tips for hybrid meetings and what I mean by hybrid meetings is meetings that have remote participants and in person participants and I think those are the hardest kinds of meetings to have. When we are all in person it’s pretty easy to have a meeting and when we are all remote it’s pretty easy to have meeting. But when you have some people that are remote and some people that are in person, it just gets exponentially harder the more remote people that you have. Now if you only have one or two remote participants that are beaming into an in person meeting I highly recommend getting a Kubi Tele presence robot, they are about seven hundred US dollars apiece. This allows a person that is beaming in to move themselves from side to side and also you can shake your head up and down and side to side of course and it’s great for the remote participants because they actually get sort of an equal place at the table. They are not just beamed in like a really big head in front of anybody or beamed in on a laptop that doesn’t move and they are just looking at the same person across the table from them. So the Kubi is great for that and for the in person people the Kubi gives the remote participants movement which really humanizes them, so that is really a tip for a hybrid meeting if you’ve only got one or two participants. Get a Kubi Tele presence robot, K.U.B.I and tell them Collaboration Superpowers sent you. Okay but I’m going to have to say if you want to have good hybrid meetings it is really important that you’ve got great equipment like having a great internet connection and a great speaker, not one of those old fashioned spider phones that sits in the middle of the table that nobody can hear unless you’re leaning over it. You’ve got to get a good spider phone if you must, they do have much better quality these days but also just a good speaker. The Jobber has a great portable USB conference phone called the jobber speak 410 but there are also great conference room equipment set ups out there and it’s very good to invest in one of those. The other tip in the beginning is make sure that it’s a quiet environment. If it’s really in an open office space the remote participants won’t be able to hear anything. So for everybody that is participating, it’s important to have a quiet background, I really love something that Agel Bill said in my interview with him which is ‘people think that they want to be co-located but what they really want is really want is high band width communication.’ So if we have good equipment and a good internet connection and a quiet background we can go a long way to making everybody heard. Now along with being herd is being seen and I’m a big believer in turning the videos on. As you all know that I’ve listened to this podcast, turning the webcams on for the remote participants so that we can see them. It just keeps things far more engaging and if possible think about leveling the playing field by having everybody in the meeting calling into a video conference system but if you absolutely can’t then there are definitely ways of making these hybrid meetings work. One thing that I advise for any meeting in person, remote, hybrid or not hybrid is have a meeting facilitator, now this is not the person in charge of the meeting. This is somebody who facilitates the agenda and is responsible for making sure that the agenda items get spoken about and that everybody’s voice gets heard. Always a great idea to have so have a facilitator for all of your meetings. My next tip is to establish your meeting etiquette and for online meetings for example when a person wants to speak they can raise their hand to indicate that they want to speak, everybody can mute themselves when they are not speaking in order to minimize all the background noise. [inaudible – 04:03] who I interviewed in episode number one hundred and fifty four taught me how to do the jazz hands which is when you hold your hands up and you kind of shake them when your jazz dancing and that means that you’re really excited about an idea or you really agree with something that somebody is saying. So establishing meeting etiquette visual cues can be really helpful for the team and of course if you want your own set of super cards virtual meeting cards that give virtual clues to your colleagues then just head on over to the website collaborationssuperpowers.com/super-cards. I am a big fan of the Elmo technique which stands for enough let’s move on, these are cards that you can hold up and it just indicates to somebody who is maybe going on and on to long that you’ve had enough and you’re ready to move on to the next topic. Some people feel that this is a really rude technique, so of course that’s why you have to establish you own meeting etiquette, something that I really like and one of my colleagues really doesn’t like. And another fun meeting etiquette that I have seen is when you meet people online and in person you can shake hands but you can do a couple of toodledo things like you can wave or my favorite is to do the first bump. So that’s a really fun ways of saying hi, so instead of shaking hands when like we are in person we fist bump online. In any case it’s important to define as a team what your meeting etiquette is going to be that way everybody knows how to behave and it just makes things run more smoothly, kind of like creating a mini team agreement for your online meeting. The next tip is to make the agenda items or the note taking accessible to everybody. So in person you might hand out an old fashion paper agenda but what about the remote participants? So it’s important that everybody has access to it, one of my favorite online meeting organizational tool is lucid meetings and they basically allow you to set an agenda and have everybody take notes at the same time and add contributions as you go through the meeting and it’s a really fun tool. If you do use them tell them Collaborations Superpowers sent you, they like knowing that but the point is, it’s great to get everybody on the same page when the agenda items are accessible to everybody. A great couple of tips that came from Mark [inaudible – 06:13] an agile coach that I interviewed back in episode number nine is ‘if it makes sense, assign each remote participant a buddy so that they have some sort of tether to the in person meeting. That way if anything happens they have somebody to go to and they don’t have to interrupt the facilitator or the flow of the meeting. So that can be a really good tip and the other great tip that Mark suggests is having a back channel so a chat, a running chat that people can use to ask for clarification or ask questions or post links to what they are talking about. Having a back channel is a great idea and also helps keep people more engaged because they have something to do and focus on and it’s also a good way to take notes during the meeting. Now in all of my meetings I really like to start with an ice breaker question and I’ve said it before and there is a bunch of information on the Collaboration Superpowers website about ice breakers but just really quick as a recap ice breakers have two functions; one is to have everybody go around and say something because science says that if you’ve said something before the meeting starts you’re more likely to speak up again during the meeting, so that increases engagement. The second thing is that it is a great way to get to know each other, so you can do an ice breaker question around food for example, or drinks and it’s just a little bit of insight into somebody’s personality. Now they should be really quick and they should be fun and not emotional. So don’t do any, if you only had one year to live questions, those can get surprisingly emotional, what we want to do is just, ‘favorite color, favorite vocation spot.’ light hearted quick answers. Another tip that I got from an interview was when two people start speaking at once during a remote meeting like somebody is remote and somebody is hybrid. Always favor the remote speaker because they have less context and are less present in the room, so that can be part of the meeting etiquette actually and then something to look out for when you have remote participants especially if you have the remote participants beamed up on the screen, something to look out for that I didn’t think of and thank you to [inaudible – 08:20] for pointing this out which is ‘a lot of local participants kind of get fixated on the remote screen because it’s like this running TV effect.’ It always catches your attention, so that is something to look out for and another reason why we should try to level the playing field whenever possible and have everybody go remote but sometimes you have that running TV and just to know that it can be a little bit distracting for the in-person people and the last tip that I have for you today is during any meeting that goes on for more than forty five minutes it’s good to take a break. For remote participants it’s especially good to take a break because they’ve been sitting or standing in front of their laptops sort of staring into the screen focused on that. If you’re having a good remote engagement and it’s just not healthy to sit and stare at the screen for a long periods of time. So as a meeting facilitator it is really great to be able to say ‘okay we’ve meet for forty five minutes let everybody take a five minute break, the remote participants can go and look at something of in a distance, sort of readjust the eyes or do some stretching and I suggest everybody does a little bit of movement during that time and then come back. You’ll find that your participants are much more refreshed and alert. So I hope that you’ve enjoyed those tips, I am sure that this is not all of the tips that exist of course, so if you have suggestions for things that have worked or not worked during your hybrid meetings I would love to hear them, you can put them in the comments of this podcast post of the website or you can email me. You can send me audio clips of your tips and I will include them in the next podcast that I do. In any case however you want to get in touch all of the contact information is available on the Collaborations Superpowers website. If you want to hear more stores and get all the greatest tips and insights from Collaborations Superpowers then definitely sign up on the newsletter. Every other week you get all the best stuff delivered straight to the inbox of wherever you are, that’s collaborationssuperpower.com/newsletter. A big thanks to our very organized podcast producer Nick [inaudible -10:30] he is the one that makes us sound so pro, you can hire him to make you a star at podcastmosnter.com and another big thanks to our dazzling designer Alfred Boland he’s the one that makes us shine so bright. You can hire him to make you look cool at bolandan.nl. Alright everybody, until next week lets go out and have great hybrid meetings wherever we are and be powerful.

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