What Is Needed for a Hybrid Meeting?

What Is Needed for a Hybrid Meeting?
Beth Worthy

Beth Worthy


Collaboration and communication between employees are essential for any business. Meeting rooms are the tools for the same. Virtual meeting rooms have grown in the current times because of remote working models resulting from the Covid-19 pandemic.

However, due to the need for social interaction and engagement, there is a spike in demand for hybrid meetings.

Hybrid meetings are a combination of in-person and virtual meetings. It means that some participants are face-to-face while some are connected virtually.

You can facilitate collaboration in hybrid meetings by leveraging the benefits of in-person and virtual meetings.

The future seems to prefer hybrid and face-to-face meetings, with around four-fifths of the meetings expected to happen that way.

Markletic’s research found out that in 71% of the hybrid meetings, the biggest challenge is connecting the virtual participants with in-person participants. Around 67% cite technology as the primary concern, while only 35% cite venue search as a challenge.

Therefore, it becomes essential to implement the right technology to facilitate a smooth meeting. Companies must record these meetings and later use Transcription services to prepare the minutes of the meetings.

Effective audio, video, and Zoom transcription services serve as the best tools for accurate accounting of meetings.

Why Do Companies Need Hybrid Meetings?

The Covid-19 pandemic brought many changes in the business world and in general. Travel restrictions and quarantine rules created obstacles for employers to conduct face-to-face meetings.

Even employees preferred working from home or remotely to avoid travel challenges. 

This increased virtual meetings between employees. Once the pandemic subsided, some came back to offices while some remained working remotely.

This has led to a hybrid work culture with the flexibility for employees to work from the office, remotely or a combination of both.

Companies need hybrid meetings because:

  • While a few employees prefer to work remotely, some still prefer to come to the office
  • There is a rise in the flexibility of companies regarding work from home
  • Travel restrictions resulting from the COVID-19 pandemic have reduced the international travel of employees

See Also: 5 Steps to Simplify Writing Meeting Minutes

Types of Hybrid Meetings

There are three types of hybrid meetings:

  1. The presenters are present virtually, while the audience is in-person and virtual. For example, when a company CEO misses an event but gives the speech virtually to the audience.
  2. The presenters are in-person, while the audience is only virtual. For example, roundtable conferences.
  3. The presenters are in-person, while the audience is present virtually and in person. For example, TV shows with a live audience are telecasted live to virtual audiences.

Benefits of Hybrid Meetings

Benefits of hybrid meetings include:

1. More Participation

You can include more participants in hybrid meetings. If someone is unable to attend in person because of health or personal reasons or if someone is located in another country, they can still attend the meetings virtually.

Thus, you can have your employees from any city in any country in a hybrid meeting.

2. Saves Costs and Time

If you need participants from other cities or countries to participate in the discussion, you can instead arrange hybrid meetings. The non-local participants can attend virtually while all others can join in person.

Thus, you save money that would have been spent on arranging travel. Also, you save the time of these people who would have been required to travel just for the meeting.

3. Less Planning Required

If you conduct in-person meetings involving many participants, you need to plan for the location and seating arrangement. That is not the case with hybrid meetings.

The location needs to accommodate only a few participants because many others would attend virtually. You just decide the time and send reminders and save yourself from the stress of planning.

4. Meeting Recordings Improve Engagement

You have the option to record hybrid meetings, which, when transcribed further, can be used for further social media engagement.

Participants can listen to these recordings to note key action points or takeaways. You can also use them for insightful analytics that helps in decision-making.

You May Like: How Can I Get a Copy of My Meeting Transcript from Microsoft Teams?

Steps of a Hybrid Meeting

You can enjoy these benefits only if hybrid meetings are made effective and inclusive. You need to set up the ecosystem properly to avoid any mix-ups or inadequacies.

Most of this is possible through using appropriate technology during meetings and transcription services post-meetings.

1. Do the Meeting Prep

  • Check attendees’ available times, time zones, and location.
  • Check the existing technology required for hybrid meetings, including audio and video devices, control tools, displays, speakers, recording devices, etc. Check if they are in good working condition.
  • Check if the meeting room is available for the in-person participants.
  • Check if any special adjustment or tool is required for any virtual participant.
  • Check if all the participants know how to use the tools to participate in the meeting and manage other actions.

2. Be an Active Participant in Meetings

  • Every participant must be aware of the meeting agenda.
  • As soon as people enter a hybrid meeting, it is essential to introduce yourself so that everyone knows who they are speaking to.
  • Let each other know if there is any issue with cameras, displays, or audio.
  • Let everyone know that the meeting is recorded for further insights and sharing with absent participants.

3. Share Notes after Meetings

  • Share the recordings of the meeting.
  • Get them transcribed from a leading transcription services provider for accurate details of the meeting and share them with relevant persons.

These steps of hybrid meetings enable you to leverage the maximum benefits of in-person and virtual presence.

However, one of the most critical aspects is the audio transcription or video transcription of the recording. It should be shared as soon as possible with the participants to facilitate the generation of insights from it.

If you need any assistance related to audio or video transcription, contact us today. GMR Transcription Services, Inc. is a leading transcription services provider in the United States.

With our 100% US-based human transcriptionists and 99% unmatched accuracy, we can help transcribe all your videos, audio, Zoom meetings, and calls.

You may be from any industry with transcription requirements of any type, and our transcription services will meet your expectations. We guarantee quality Spanish, Mandarin, and Arabic transcription services for meetings with multiple speakers.

Also Read: The Difference Between Working With a US Transcription Company and An Overseas Agency

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Beth Worthy

Beth Worthy

Beth Worthy is the Cofounder & President of GMR Transcription Services, Inc., a California-based company that has been providing accurate and fast transcription services since 2004. She has enjoyed nearly ten years of success at GMR, playing a pivotal role in the company's growth. Under Beth's leadership, GMR Transcription doubled its sales within two years, earning recognition as one of the OC Business Journal's fastest-growing private companies. Outside of work, she enjoys spending time with her husband and two kids.