Tips for succeeding with your hybrid meeting

A hybrid meeting is a meeting that takes place both physically and digitally. Some participants are on site in the physical meeting room while others participate digitally.

Before the meeting

• Book a room where you can arrange a hybrid meeting. If you are planning a meeting with hybrid group discussions, you can book an additional room or group room close to the meeting room.
  Book a room for a digital meeting
• Be sure to be as prepared as possible before the meeting. Send out any meeting agenda, documents and meeting link to the participants in good time. If you have planned for the meeting participants to discuss in hybrid groups during the meeting, you need to inform the participants that everyone should bring their own computer and headphones.
• Feel free to visit the room in advance to see the room and test the technology. Note that you must book the room to access it. Do you need help with the technology? Notify Infocenter or Universitetsservice in each building no later than 2 days before you are to use the premises.
• Be in good time before the meeting starts, get ready, connect and start the meeting equipment. Make sure audio and video work. Turn off the sound on your own computer to avoid overturning.
• If you have many participants in the meeting, it is an advantage to be two meeting hosts or to appoint a person who is in control of the chat or virtual show of hands. Another option could be to regularly take breaks for questions so that the participants can be involved, whether they are in the room or at a distance.

During the meeting

Sound and picture

• Sound is very important. If the hybrid meeting is to be meaningful, everything that is said in the room must also be perceived by those who participate digitally. Check the sound once more when everyone is in place to make sure everyone hears you. Repeat after each break.
• You may need to repeat the questions and answers you receive in the room so that everyone can hear.
• If participants in the room are expected to discuss with digitally participants in group breakout rooms, the ones participants in the room must use headphones and their own computers. 
• The non-speaker should have their microphone muted.
• Think about where the camera is located and how you can relate to it so that those who participate digitally can see you all the time. 
• If you want to share a presentation, do so via the digital meeting. Keep in mind that during a presentation, the meeting participants cannot see each other from a distance (if there are several screens, this can be solved).

Make your meetings interactive

• Feel free to start the meeting by telling about which communication paths you prefer with the participants, for example the chat function, show of hands or other reaction buttons.
• To activate the participants in your meeting, you can divide the participants into breakout rooms or group rooms.
• If you are several people holding the meeting, it is preferable if someone can keep track of the chat or virtual hands that are raised.
• You can use Whiteboard to create digital whiteboards for collaboration. Whiteboard is suitable, for example, to use when you have workshops, project planning or group discussions.
  Whiteboard
• With Forms, you can collect feedback, plan activities, create a quiz or tests for your meeting participants. It is also possible to invite people outside the organization to respond via any browser and mobile device.
  Forms
• Mentimeter supports a number of different question types where participants can vote or enter answers and get a visual summary. The tool is useful for collecting feedback, voting, brainstorming ideas and using the results as a basis for discussion.
  Mentimeter

After the meeting

• Arrange the room after the meeting.
• Was there anything in the room that did not work? Report it to Universitetsservice by calling 090-786 50 00.
• Remember to send out memoirs or assigned tasks from the meeting.