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How to host a great hybrid meeting

Hybrid meetings are a growing part of the modern workplace, driven by several trends of recent years.

You may need to host hybrid meetings if you have staff who work from home (or remotely from another office or location), or to meet virtually with clients, candidates and stakeholders who can’t be there in person.

There are many reasons for this, including:

• Post-pandemic hybrid working practices
• Cutting carbon by avoiding travel
• Accessibility for disabled job applicants

Whatever the reason, hybrid meetings mean you can combine in-person attendance with remote access for those located elsewhere, so everybody is included and everybody receives the same information at the same time.

How to host a hybrid meeting

Before your hybrid meeting, think about how you will include those attending remotely. A telephone conference call is an option, but if your meeting includes a visual presentation or you prefer to meet face-to-face, video conferencing is the solution.

Modern video conferencing software like Zoom and Teams can put multiple participants on the same call, so everybody can watch the same video stream at the same time.

It’s a good idea to check that all intended participants have the right software installed well in advance, and either hold some initial one-on-one troubleshooting calls, or encourage participants to hold a test call in their own time.

Hybrid meetings best practices

If you’re confident that everyone will be able to ‘dial in’ to the conference call, you’re ready to start hosting hybrid meetings.

Make sure your own software and hardware is set up correctly, and know how to turn your camera and microphone on and off, and how to adjust your microphone volume so it’s audible but not distorted.

In calls with a large number of participants, it’s sensible to ask viewers to mute their microphones unless they need to speak or ask a question, so that you are not interrupted partway through saying something important.

Hybrid meeting solutions at SOC

All Serviced Office Company meeting rooms for hire are equipped with the technology needed to hold hybrid meetings without any problems.

This includes high-speed broadband, as well as visual equipment so you can incorporate presentations into your hybrid meetings.

We provide these hybrid meeting solutions as standard, but if there’s anything specific you need as part of your own hybrid meeting best practices, just ask and we’ll do our best to accommodate your request.

Find out more

Whether you have a hybrid workforce, or you’re a lone entrepreneur who needs to host hybrid meetings with multiple potential clients and/or investors, our meeting rooms have been designed to offer a variety of sizes, all with consistent comfort and high-quality furnishings.

If you would like a tour of our facilities, please let us know and we can arrange to show you round our meeting rooms, conference rooms and boardrooms for hire at a convenient time.

As the modern workplace continues to move towards virtual, remote and hybrid working, we’re here to make sure you can still meet face-to-face with your key stakeholders, whether that’s across a meeting room table or via webcam.