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How To Support Hybrid Meetings

A person in a hybrid work meeting
Becky Chariton
Published on

Expectations around the office have shifted. People no longer look at the office as the default, but as an option. With less people coming in every day meetings, check-ins, and events are starting to look different.

Teams have proven that distance doesn’t hinder collaboration. According to a study from Citrix, 69% of hybrid workers said they feel productive and engaged and 71% reported that they have a strong connection to their peers that makes them want to work harder.

Tweet from Robin

What does this mean? People don’t need to be in the same location to get things done.

So why force people into the office? Instead embrace the changes going on and equip your office and teams with the tools needed to support hybrid work and collaboration.

Even after two years, hybrid meetings haven’t quite been perfected. If you’re still dealing with muted responses and failed screen shares then it’s time to make some improvements.

5 Tips for Running a Hybrid Meeting

Some people are working from home, others are together in the office, what you need to create is a mobile meeting room. A space that combines both physical and virtual technology solutions to support collaboration between physical and virtual attendees.

This will look different for everyone, but here are some tips to keep in mind as you build out your mobile meeting room.

1. Assume everyone is working remotely

When you start by assuming everyone is working from home, a coffee shop, or anywhere that isn’t the office then you can build a system that supports that. Look at tools that will connect distributed teams and enable communication wherever they are.

Video conferencing, document sharing and instant messaging are all important things to keep in mind when you start looking at hybrid workplace tools. Find the right technology to bridge the gap between your hybrid teams and the rest will go smoothly.

2. Prepare your office for a virtual meeting

Now that you know everyone is set up at home, it’s time to make sure your office is ready to go. Set up a reliable camera, audio systems, and visual displays your employees working in the office can use. Using features like companion mode on Google Workspace can help people feel more connected and increase remote participation. Even though you aren’t all together, you can use technology that makes you feel like you are.

3. Update your layout

Gone are the days of long conference room tables in dimly lit rooms, it’s time to look at your office space from a new perspective. The layout of your conference rooms should be comfortable and flexible. Let them reflect your brand and mission and easily support all types of collaboration.

Invest in comfortable seating that’s easily moveable, a table with space to work, and whiteboards or other collaborative tools your teams can use. Make the space appealing, then more people will want to use it.

4. Schedule meeting rooms with ease 

Workplace experiences must be straight-forward and easy to understand. Otherwise, people are less likely to leave the comfort of their own spaces. With the right technology you can enable frictionless conference room booking and ensure your team members can easily find their coworkers and open meeting rooms.

Simplify conference room management with workplace software like Robin and physical tools like Logitech’s tap scheduler. Utilizing workplace technology increases productivity and eliminates confusion. Allow teams to quickly book meeting rooms that fit their capacity and technology needs, check in, and get to work.

Tweet from Robin about Logitech tap scheduler

5. Measure your success, adjust as needed

No matter what technology or layout you choose, make sure you are looking at office data, listening to feedback, and making the necessary changes to improve your space. Tools like Robin’s can help you collect employee feedback and workplace data. Then let you analyze your findings right in the app, so you can make smarter decisions about your working environment.

There is no right or wrong in hybrid. It will take time to build a setup and company culture that works for you and your team. Don’t be afraid to try something new and embrace adjustments along the way.

A Hybrid Work Strategy Made for You

Teamwork and collaboration will always play a key role in company growth and productivity, whether everyone's in the office or distributed around the globe. We're at a pivotal moment where companies have the opportunity to test out strategies and ideas that support this new era of virtual collaboration.

Finding the right hybrid work model is a lot about trial and error. There’s no one-size-fit all answer. When it comes to hybrid meetings, every team will face different challenges and need different types of support.

The best way to find out what your teams need? Asking them. Start by trying something new and asking for guidance along the way. Together you'll build a strategy that supports productivity and benefits everyone.

Get started on hybrid planning and download our hybrid meeting technology checklist. Make sure your meeting spaces have everything they need to support your teams wherever they are.

Two people walking and talking in an office

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Find out if your workplace strategy is a hit or a miss.

office map
an employee headshotan employee headshotan employee headshotan employee headshot