When preparing for hybrid meetings , it is important to set the meeting room up so physically present and online attendees can all see each other and have equal opportunity to contribute . If the physically present attendees sit facing each other at a table with the online attendees on a small screen far away from the table , it is likely that the online attendees will feel left out . Using a horseshoe table configuration around a large screen is one way to set the right balance .
Before the meeting starts , it is important to test the audiovisual set-up for both online and physically present attendees . In particular , the sound quality needs to be good enough so
that all attendees can hear each other , including those with hearing problems .
This can be achieved , for example by having microphones in several different locations in the meeting room , a centrally placed ( e . g ., middle of the table ) microphone or for physically present attendees to pass round and use a handheld microphone when speaking .
Chairs of hybrid meetings have a critical role to play in ensuring that online and physically present attendees have equal opportunity to contribute . Chairs should recognise that this requires continual effort throughout the meeting to achieve . It will help to tell attendees the hybrid meeting etiquette ( e . g ., see page 8 ) at the start of the meeting and ensure that this is maintained throughout .
Chairs should recognise that there is a strong tendency for physically present attendees to hold side conversations that exclude online attendees and for discussion in the meeting to focus more on those in the meeting room than those attending online .
Ways to overcome these tendencies include maintaining eye contact with all attendees , adopting an ‘ online first ’ approach ( e . g ., inviting online attendees to respond first to questions ) and welcoming comments or questions being made using the chat function .
Other key activities for hybrid meeting chairs are to obtain consent from attendees before recording meetings , allow regular breaks and to summarise agreed decisions .
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