How to Run a Successful Hybrid Meeting to Enhance Collaboration

As companies increasingly embrace flexible working arrangements, virtual meetings have become one of the main methods for hosting events, training sessions, and brainstorming activities. However, they are not the only option available. Hybrid meeting software provides an innovative solution that allows businesses to effectively connect virtual and in-person team members. This approach combines the benefits of face-to-face collaboration with the advantages of digital communication.

At the same time, hybrid meetings require additional considerations when selecting the right equipment and software to host them successfully. To share more about how to run a hybrid meeting to enhance collaboration and minimize challenges, I’ve written a step-by-step guide to facilitate more effective hybrid meetings, as well as a list of the top platforms and tools to use.

What is a hybrid meeting & why does it matter 

Hybrid meetings, by definition, combine in-person events with virtual conferencing, enabling people to participate both physically and online. While many of us are familiar with the norms of virtual meetings, hybrid meetings are becoming increasingly popular as businesses shift toward remote and flexible working arrangements.

According to the Bureau of Labor Statistics, “In the first quarter of 2024, 35.5 million people teleworked or worked at home for pay, up by 5.1 million over the year.” At the same time, many businesses are also expanding their options for flexible work schedules. This means that we have entered an era of the workforce in which many companies include a combination of in-office and remote workers. 

Although many businesses have responded to this shift in remote work by hosting meetings and events solely in the virtual world, workers often deal with “Zoom fatigue” as they juggle hopping onto virtual meetings while being present for daily tasks. Consequently, many businesses would benefit from incorporating more hybrid meetings, which allow in-person teams to meet face-to-face while providing a space for remote workers to join in on collaborative projects and company events in new ways. 

Step-by-step: How to run a hybrid event

While many hybrid events are hosted using virtual meeting software, they differ from hosting an entirely virtual event. With virtual events, you often host and participate in meetings through individual tools, creating a contained experience that typically requires minimal software. For example, it is common for most of us to attend online meetings with nothing more than a laptop or phone with a working set of headphones. 

However, hybrid meetings are not confined to the digital space. By including an in-person component, you are now responsible for ensuring that you have a suitable physical location and the necessary equipment to facilitate collaboration between in-person participants and virtual attendees. Therefore, I have included the following lists to break down what you need to host a hybrid event at every stage.

Before the meeting

It is often acknowledged that the first rule of real estate is “location, location, location,” but I would argue that the same rule applies to hosting hybrid meetings. Before the meeting, it is essential to create a plan that not only focuses on the type of hybrid meeting software you plan to use but also on the location of your in-person event. 

Select a location that not only accommodates the number of attendees but also has sufficient lighting, a soundproof environment, and the necessary technology. With hybrid meetings, it’s even more important to ensure that in-person participants can interact with virtual attendees and vice versa, without difficulty hearing or seeing speakers. Therefore, selecting a space that is equipped with or can be outfitted for audiovisual equipment should play a significant role in your pre-meeting planning. 

Additionally, ensure that the room or space you choose to host your event is compatible with your hybrid meeting software. While some businesses may benefit from renting hybrid office spaces equipped with the necessary equipment and tools for hosting events, if you regularly host hybrid meetings, consider purchasing the required equipment and dedicating a conference room to these events. Then, test the equipment to ensure it works properly before the event. 

Once you have set up your location and selected the necessary software and equipment, you will also want to create an agenda and schedule your event to accommodate multiple time zones. Most meeting software allows you to send calendar invites via email directly to your attendees, easing the process of registering for and logging into the event on time. You should also select a meeting host and an admin team to facilitate the event and check in participants.

During the meeting

To ensure the meeting runs smoothly, your host or facilitators should have a clear understanding of how to use the meeting software and how they plan to integrate both in-person and online attendees before the event. This means selecting a meeting format that suits your event, such as integrating collaborative tools for shared brainstorming or incorporating polls and Q&A sections, so that there are no surprises during the event. 

Then, at the beginning of the meeting, clarify any rules of engagement for discussion and participation. For example, if you have moderators to field questions, make it clear how attendees can share their thoughts and with whom, such as by raising their hands or adding questions to a digital queue. By utilizing moderators, you can ensure that online participants are fully engaged and that in-person attendees can ask questions as needed.

You should also clearly present any slides or meeting materials on an external monitor to ensure that both participants in the room and online can see the shared materials. Finally, pay attention to any issues with the equipment and technology. There is nothing worse than a speaker talking away when the internet is lagging, or their microphone isn’t working correctly, so stay aware of your software throughout the event. 

After the meeting

As the meeting concludes, the hosts and facilitators should allow time for any final questions or thoughts before discussing how the meeting materials will be distributed. For example, if you record your hybrid meetings and plan to make the recordings accessible, you should clearly explain how and when they will be made available. Also, note if and how any action items will be sent to attendees after the meeting. 

When it comes to managing in-person attendees, it’s essential to make their exit as smooth as their entry. Consider building in a little buffer time at the end of the event, so participants can transition effortlessly, whether they’re heading back to work or wrapping up for the day. Creating a seamless departure experience not only shows you care about their time but also leaves them with a positive impression of the event.

Best practices for inclusive & productive hybrid meetings

Although hosting hybrid meetings opens up new possibilities for collaboration, it also requires us to think carefully about inclusivity and productivity in both virtual and in-person settings. Many businesses are embracing this approach to enhance accessibility in the workplace; however, to achieve this goal, it’s crucial to keep the following tips in mind:

• Create clear guidelines: While some companies have internal guidelines on meeting decorum or video conferencing etiquette, it is beneficial to provide a refresher on this information before or during an event to make sure that everyone is on the same page. And if you haven’t established clear guidelines for your meetings, this is a good time to incorporate the practice into your policies. 
• Utilize presentation materials: You might have noticed that I didn’t include slides as a necessity in my step-by-step guide. This is because I know that slides aren’t for everyone. However, they are one of the best ways to make your meetings more inclusive and productive. You are not only following clear points and a structure, but it is easier for attendees to digest what you’re saying during and after an event when they have a visual guide. 
• Incorporate meeting assistants: The rise of AI has led to the development of several tools on the market that can help enhance your meetings. One such tool is virtual AI assistants, which can be used to take notes, create meeting summaries, and provide action items at the end of meetings. By incorporating a meeting assistant, you can also make sure that every employee can focus on the meeting instead of taking notes. 
• Encourage collaboration: Although every meeting attendee may not be in a shared physical location, hybrid meetings offer a unique opportunity to incorporate cooperation across space and time. But to successfully facilitate collaboration, you need to utilize your tools to the fullest capacity. Specifically, ensure that you introduce meeting participants to the tools you plan to use and how to utilize them, such as digital whiteboards, shared documents or screens, and open discussions.  
• Enable accessibility features: Most hybrid meeting software currently includes a variety of accessibility features that make meetings more inclusive, such as live captions and meeting transcriptions. So, don’t forget to enable these features during the meeting for seamless participation.
• Collect feedback: After the meeting, offer a method for gathering feedback from participants to determine what went well and identify areas that need improvement. While some meeting software subscriptions include post-call surveys and other data collection features, you can also utilize follow-up emails or written feedback to receive these insights.

Common hybrid meeting challenges

While hybrid meetings offer numerous advantages and best practices, they also come with their own set of challenges. In many ways, these meetings can amplify the common pitfalls of both in-person and virtual gatherings. So, as you explore this format, stay aware of the following difficulties along the way:

Technical issues 

We have all experienced it: the moment when the audio cuts off and the internet lags, halting all meeting engagement and making it easy to lose the momentum of your presentation or stall collaboration. Therefore, it is essential to conduct a presentation run-through or test equipment before events, as well as have specific individuals in place to troubleshoot any technical issues. 

Unexpected attendees

Hybrid meeting software subscriptions are typically based on a specified number of meeting attendees, making it crucial to ensure that only the anticipated number of people attend the event. While hybrid meetings are generally conducted for events within an organization, it’s especially important to manage attendee numbers for larger events to stay within the limits of your subscription.

A helpful approach to managing unexpected attendees during a hybrid meeting is to implement pre-event registration and establish specific check-in requirements, like digital badges or moderating the meeting entrance. This strategy ensures that only registered individuals can attend, allowing for better control over the guest list and enhancing the overall organization of the event.

Lack of participation

There is an oft-quoted phrase that is very relevant to meeting hosting: you can lead a horse to water, but you can’t make them drink. Just because you create the perfect conditions for meeting participation and collaboration doesn’t mean that your attendees will join in. Therefore, the best approach is to create a structure that incorporates varying levels of involvement. 

Instead of expecting everyone to actively participate by jumping in, asking questions, or contributing to a group discussion, try creating low-stakes opportunities for involvement. For example, you can use polls or in-person surveys to gather feedback. Additionally, ensure that participation is balanced between virtual and in-person participants. Activities like icebreakers or collaborative brainstorming sessions help bridge the gap between different participants while encouraging speakers to engage with each group.

Inadequate equipment

For those new to hosting hybrid meetings, it can be challenging to understand what is needed to organize one of these events successfully. If you didn’t do the necessary pre-meeting work to plan your meeting, or if you assume that a hybrid meeting works the same way as a virtual meeting, you might find that the equipment you have doesn’t meet the requirements for your event.

When designing your hybrid meeting, ensure that your equipment aligns with your meeting goals. For example, if you plan to take questions from an in-person audience, consider using external microphones so that everyone can hear the responses. Additionally, if you intend to share presentation slides, make sure you have a monitor that is large enough for your in-person audience and easily accessible for online attendees. If you want to learn more about equipment options, keep reading to the next section.

Essential equipment for a hybrid meeting setup

To effectively address the challenges of hosting hybrid meetings, it is essential to have the appropriate equipment in place. This includes not only the hardware that supports your meeting software but also the necessary infrastructure to ensure reliable service and connectivity throughout the meeting, such as stable internet and a scalable subscription.

Top tools & platforms for running hybrid meetings

To run a successful hybrid meeting, several tools and platforms can enhance your meetings, but they aren’t always required. For example, collaborative tools such as Miro or Slack can facilitate brainstorming and the sharing of ideas among team members during meetings. There are many platforms that specialize in hosting hybrid events as well. In some cases, there are businesses that already have meeting software, so adopting an entirely new suite of tools just for hybrid meetings isn’t usually necessary.

On the other hand, the following list features the most popular virtual meeting platforms that provide hybrid meeting subscriptions or options for upgrading your current software. These solutions also include collaboration tools, so you won’t have to deal with the hassle of using multiple tools to host meetings, interact with your team members, and manage projects. 

Hybrid meeting solutions

Starting monthly price

Key features

Learn more

Free or $12 per user

• Branded event hub
• Event games
• Closed captions and translations

Visit Webex

Free or $6.99 per user

• QR code check-in
• Mobile companion app
• Event templates

Visit Zoom

$4.80 per user

• Meeting recordings
• Shared documents
• Microsoft whiteboard

Visit Microsoft
Teams

Free or $7.56 per user (through Google Workspace)

• Companion mode
• Built-in meeting security 
• Google Workspace integrations

Visit Google
Meet

Frequently asked questions (FAQs)