It is also useful to hold a premeeting with public contributors , so they know what to expect in the meeting . For example , this could be held 10- 15 minutes before the meeting . This can also be a useful opportunity to check their audiovisual set-up is working and they are familiar with the functionality that will be used in the meeting .
Planning Communications
It is important for organisers of hybrid meetings to give people as much notice as possible that it will be a hybrid meeting so they can choose how they wish to attend and have time to prepare for it .
All attendees need to have access to the agenda and any other meeting papers and materials to be used in the meeting . Sending relevant documents to attendees ahead of the meeting is important , as
is ensuring that online attendees can any see presentations given in the meeting room or content that is written and shared , e . g ., on a flipcharts . Using online shared presentations and documents is one way of achieving this .
Another way is to point webcams at flipcharts or presentation screens and set them up as online ‘ attendees ’, so that online attendees can see what the physically present attendees can see .
During meetings , it can be helpful to support public contributors by having a facilitator who they can privately contact for help , for example , if they are having technical problems , or if they miss a bit of the meeting or are unable to follow a point ( e . g ., because of jargon being used ).
It can also be helpful to assign someone in the meeting room who public contributors can contact privately to act on their behalf for practical matters , for example if a blind in the room needs closing because the sunshine is making it difficult for online contributors to see the physically present attendees .
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