How to Manage Team Meetings in the Hybrid Workspace?

May 27th, 2022
/
5 mins to read
How to Manage Team Meetings in the Hybrid Workspace?

Master the art of scheduling team meetings within a hybrid workspace. Explore effective strategies to navigate logistical challenges and ensure productive collaboration.

Key Highlights:

  • Employee participation is made possible in hybrid meetings by bridging the gap between in-person and remote hybrid presence.
  • Understanding how to "facilitate" while encouraging teamwork and considering employee involvement in hybrid meetings.
  • Creating a friendly workplace where employees may interact and form relationships. This also advances the idea of hybrid meetings, which aims to make employees feel welcome and at ease. 

Basics of Hybrid Meetings 

A hybrid meeting brings together on-site employees and those working from home or in a virtual setting. It's critical to bridge the gap between in-person and distant hybrid presence. Teams can interact and share information in real-time by utilizing the appropriate technology and tools. Hybrid meetings are advantageous because they allow employees who would otherwise be unable to attend to participate. 

It might be particularly challenging when staff operates across various time zones. Adding time zones to your organization's calendars allows you to plan ahead of time for worldwide meetings. Members should disclose whether they will attend the meeting in person or remotely so that the host knows what to expect. Rearranging the conference space so everyone in attendance can be seen on the virtual screen and everyone feels involved. The host's challenge here remains to offer an engaging experience for both. 

Facilitating Hybrid Meeting 

Here are seven ways to facilitate team collaboration and support in a new environment: 

  1. List down meeting priorities: It is essential to list urgent matters to discuss, key personnel in a project, and what you aim to achieve in this meeting.
  2. Setting goals: To increase engagement and make virtual attendees actively participate in the meeting, it is important to let them know the meeting agenda and goal.
  3. Ask for feedback: It is always helpful to ask others for suggestions and input. Asking for feedback allows everyone to learn from others and value opinions. 
  4. Test technology: Using the correct technology and tools is one of the most critical aspects of a hybrid meeting. Testing things ahead of time saves time and eliminates distractions. 
  5. Time shifting: Despite our best efforts, not everyone can attend a meeting in real-time. It is critical to record the meeting and share it with your team so that they may share their ideas and ask questions as needed. 
  6. Inviting attendees: If unsure, invite those who can contribute to the hybrid meeting. Making it optional for other team members. 
  7. Note taker: Alternating roles can make the process easier and allow everyone to participate and engage in the meeting. 

Facilitates Teamwork, Collaboration, and Discussion Without Interruption

In the hybrid workplace, building relationships is more crucial than ever. Strong team bonds depend on collaboration, increased production, motivation, and employee enjoyment. Tools and technology can support the development of connections between distant teams. Many companies have leisure activities that encourage employee engagement. Connecting with coworkers who share similar interests makes work more fun and strengthens team ties. 

Employee Well-Being 

Trivia nights and virtual happy hours help reduce office stress and foster a sense of connection among employees. 

Meetings are a crucial component of the workplace because they promote teamwork, decision-making, and the development of a strong corporate culture. However, the workplace culture is changing, and we must change with it. Companies need the correct room booking technology to make hybrid meetings more manageable. With it, you can ensure that the space is not overbooked, that there are no disruptions, and that you have control over who uses the area. Additionally, the room can be reserved for upcoming meetings, which helps to utilize the hybrid space effectively overall. 

Key Takeaways:

Employees always consider options to develop their skills while learning new concepts introduced in "Hybrid Meetings."

  1. Learning the fundamentals of hybrid meetings.
  2. As a position, creating a new atmosphere that promotes team collaboration. 
  3. A hybrid meeting that discusses employee relationship building benefits the team. 
  4. Employees may manage their health and fitness in hybrid meetings by prioritizing their schedules and concentrating solely on crucial meetings.

Request a demo here to learn more about how litespace can help you ease the process of bringing your teams together.

Hassan Jaffar
Hassan Jaffar

Hassan has always been passionate about startups and has 5+ years in building products and creating designs. He is thrilled to share lessons learned from building companies' culture.

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