Navigating the In-Person Comeback: Your Guide to Seamless Hybrid Meetings

Geoff Cook

Navigating the In-Person Comeback: Your Guide to Seamless Hybrid Meetings

For many of us, remote work has become the norm, making the occasional in-person meeting feel like a trip to a different dimension. The shift from virtual to physical presence can be a bit jarring, but with the right approach, you can ensure these meetings are productive, engaging, and stress-free.

Preparing for Your In-Person Debut

Think of your in-person meeting as a learning experience. Observe the in-person dynamics, communication styles, and relationship-building strategies. Here's how to prepare:

• Emphasize Communication: Strong interpersonal communication is vital. Focus on understanding others, responding effectively, and maintaining self-control.
• Craft a Clear Agenda: A well-structured agenda provides organization and helps keep the meeting on track, especially for those accustomed to remote, structured interactions. Distribute it well in advance, outlining goals, topics, and allocated times.
• Prepare Backup Tools: Be ready with the necessary tools and resources. If you're presenting, ensure your technology works seamlessly in the in-person setup.
• Prioritize the "Remote" Experience (Even When You're There): If the meeting is hybrid (some in-person, some remote), advocate for the remote experience. Ensure cameras are positioned to provide a clear view of the room, use high-quality microphones, and appoint a facilitator to ensure everyone has an opportunity to speak.
• Utilize In-Person Time for Connection: Leverage face-to-face time for team bonding, collaborative problem-solving, and strategic planning. This is an excellent opportunity for meaningful social interaction and to align on goals and actionable steps.

Making Meetings Truly Accessible

From my perspective as someone with a physical disability, seamless access and participation in meetings isn't just a nicety – it's a necessity. Thoughtful planning can make all the difference, transforming a potential barrier into an opportunity for full engagement.

• Test Platforms and Tools: Before the meeting, test any virtual platforms for accessibility and confirm accommodations for all guests.
• Be Flexible and Patient: Minor technical hiccups can occur. Be patient and willing to work through issues, especially when incorporating new settings or technologies.
• Designate an Accessibility Enforcer: Assign someone to ensure participants with disabilities are not encountering issues and that accessibility rules are followed.
• Provide Recordings and Transcripts: Always send out meeting recordings and transcripts afterward to ensure everyone has access to the information.
• Describe Visuals Verbally: If sharing screens or presentations, verbally describe what is being shown for the benefit of participants with low vision or those using screen readers.
• Ensure Accessible Documents: Distribute all materials (agendas, reports, presentations) in accessible formats (e.g., electronic, large print, plain language) in advance. Ask attendees about their preferred format.
• Check ADA and actual Compliance for Physical Spaces: If the meeting is off-site, ensure the facility is compliant with the Americans with Disabilities Act (ADA) and easily accessible via transportation.
• Ask About Individual Needs: The best way to ensure accessibility is to ask individuals directly what accommodations they need to participate comfortably and effectively.

Your Thoughts?

What's your biggest tip for making in-person or hybrid meetings a success, especially when you're used to working remotely? Share your experiences and insights in the comments below!

Original Article

For more insights on this topic, refer to the original Forbes article.