How Do You Participate in a Hybrid Meeting

Tips for being an effective meeting participant

Whether you are attending the meeting in person or remotely, the same rules apply as for all meetings. That is, to be kind and respectful and to arrive prepared.

Preparation

Time is often a factor cited for not adequately preparing for a meeting. Yet when a period of time is set aside to do just that, the meeting is more productive, and everyone leaves with clear action steps. Set aside focus time and spend 5-10 minutes reviewing the agenda and related documents. Being prepared helps you to be able to give valuable contributions in the meeting.

Avoid Multi-Tasking

Having participants both online and in a room will require everyone to pay close attention to what is being said and by whom. It is important to avoid multi-tasking such as doing other work or taking phone calls during the meeting unless it is an emergency.

Tips if you are attending the meeting remotely

• Log in a little beforehand to check that your audio and video are working.
• Ideally, have your camera on as people prefer to speak to a person rather than an icon on a screen.
• If you are running late or having technical issues logging on to the session, ensure that you inform the meeting organiser.
• Follow the rules of the meeting e.g. muting your microphone or raising your hand before speaking.
• Avoid distractions so that you can concentrate on and participate in the meeting.

Tips if you are attending the meeting in person

If you are attending the meeting in person:

• Arrive a little before the start time of the meeting to check that all equipment is working to connect with online participants.
• If you are running late, ensure that you inform the meeting organiser.
• If participants will be joining via a big screen in the room or the sound will be from one computer in the room, mute your equipment so as to avoid audio feedback.
• If you’re sharing a computer or device within the meeting room, ensure that everyone can be seen in the video.
• Avoid side conversations. If the conversation turns to something within the meeting room, be aware that remote participants may not know what you’re referring to. Make sure you explain what you’re talking about from the outset.

You can also find further information on our Meeting Etiquette Guidance page of the Intranet.