Are hybrid meetings all that they are cracked up to be?
Navigating the Challenges of Hybrid Meetings: The Need for Clear Policies and Etiquette
Introduction
In today’s interconnected world, the term “hybrid” often carries positive connotations, symbolising innovation and adaptability. However, when it comes to meetings, the reality of hybrid gatherings can be quite different, especially for those attending remotely. Let’s explore the complexities of hybrid meetings and the importance of establishing clear policies and etiquette for all participants.
Understanding the Hybrid Landscape
Hybrid meetings, which combine in-person and remote attendance, offer a promising approach to fostering collaboration in our dynamic work environment. They allow participants to choose their preferred mode of attendance, providing flexibility and accommodating various schedules. However, beneath this promise lies a set of challenges that can impact the quality of the remote attendee’s experience.
The Remote Experience: A Balancing Act
While hybrid meetings seem like a win-win, the reality is often a balancing act that leans more favourably towards in-person participants. Those attending remotely might struggle to fully engage due to technical difficulties, limited visibility, and a lack of non-verbal cues. As remote attendees, we’ve all been there – feeling like a distant voice struggling to be heard amidst the chatter in the physical room.
Unequal Participation: The Silent Impact
The subtle, but impactful consequence of unequal participation is a potential loss of valuable insights and perspectives from remote attendees. The physical participants benefit from the casual hallway conversations and spontaneous interactions, leaving remote participants disconnected from the informal exchange of ideas.
A Path Forward: Clear Policies and Etiquette
If any of this resonates, you might want to look at how your organisation “does” hybrid meetings. A more dramatic approach might be to remove the hybrid meeting altogether, giving teams the options only of a completely virtual meeting or a completely in person meeting. However, this is unlikely to work for our increasingly flexible working arrangements.
So, what can organisations do to address these challenges and foster a truly inclusive meeting environment?
The answer lies in establishing clear policies and etiquette surrounding hybrid meetings. It’s not just about the technology; it’s about creating an equal and respectful space for everyone, regardless of their physical location:
1. Defined Meeting Policies: Companies should have a well-defined policy that outlines when hybrid meetings are appropriate and when they should be avoided. By having a clear framework in place, organisations can ensure that every meeting serves its purpose and brings value to all participants.
2. Equitable Participation: To avoid the feeling of disconnection among remote participants, encourage inclusive practices during meetings. Moderators should actively involve remote attendees, providing opportunities for them to contribute and be recognized. This fosters a sense of belonging and engagement for all.
3. Etiquette Guidelines: Just as in-person meetings have unspoken rules, hybrid meetings should have their own set of etiquette guidelines. These could include recommendations for using video conferencing tools effectively, speaking clearly for remote participants, and actively using collaboration tools to involve everyone.
Conclusion
As the hybrid meeting trend gains traction, it’s imperative that companies address the challenges and ensure an equitable experience for all participants. By implementing clear policies and etiquette guidelines, organisations can bridge the gap between physical and remote attendees, unlocking the true potential of collaboration in the hybrid era.
In this rapidly evolving landscape, it’s not enough to simply embrace hybrid meetings; we must actively shape their dynamics to ensure that everyone’s voice is heard and valued. If you would like any more information regarding these matters, please do not hesitate to contact our team for more information.
This update contains general information only and does not constitute legal or other professional advice.
Dawn Robertson, Partner & Accredited Specialist in Employment Law: dro@bto.co.uk / 0131 222 3242 / Connect with Dawn on LinkedIn
