Friday, 7 August 2020

10 tips for Hybrid Meetings

Meeting

Some clubs are moving back to face to face meetings. Are you still going to let members who can’t get to your venue stay with your club?   Online meetings are one thing but hybrid meetings where some people are remote and some people are in person, need some thought. You can make the experience a good one for everyone. 


1. INTERNET CONNECTION

If your meeting venue doesn’t offer WIFI you can use your mobile phone hot spot or a wireless internet dongle for connectivity. 

2. LET THE SPEAKER BE HEARD

Make sure that the online members can hear the speakers in your meeting. 
  • The simplest way is to use a mobile phone connected to your club Zoom meeting. Place the mobile phone in a position where the speaker can be seen and heard through the Zoom session on the phone. Online members will have a clear view of the speakers and be able to hear them speaking. 
  • You can use an omnidirectional speaker attached to a laptop. One example is the JABRA SPEAK 510 speakers. Place this speaker in a central part of the room. Test the acoustics in your venue - some rooms have flat spots and the online members will still have issues. 
  • Encourage older members who are online to invest in a set of headphones. These increase the quality of the sound. 

3. LET THE MEMBERS BE SEEN

We don’t want the online members to be just a voice without a face. 
  • A camera on a tripod attached to the laptop can be turned toward the speaker.
  • Use a laptop with its screen turned towards the meeting. The person chairing the meeting and other members can see the online members. This can help to ensure they are properly included in the meeting activities. 
  • If your venue has a projector this can connect to your laptop but the online speakers will have a large presence in the room. 
  • Our Rostrum club uses an old television connected to a laptop via a HDMI cable. 
  • Coach members to make eye contact with the camera as well as the audience. 

4. ASSIGN A BUDDY FOR THE ONLINE MEMBERS

Assign someone to check with the online members that they can see and hear all that is going on.     This person can “chat” to the online members using the Zoom chat facility and be an additional connector to the meeting. 

5. TRY AN ICEBREAKER QUESTION

Ask each member to respond to an icebreaker question (ideas are available on the Rostrum website). If you get everyone to speak at the beginning of the meeting, you can address any issues and also the members will be aware that there are additional attendees coming into the meeting through Zoom. 

6. USE THE CHAT

Zoom offers a chat facility. The remote members can use this to ask questions and get clarity on anything that is not clear. Make sure that someone is monitoring the questions. Some online members are too polite to let you know they can't hear. Encourage them to let you know. 

7. WHAT DO THE REMOTE MEMBERS DO DURING THE TEA BREAK? 

Encourage members to include the remote members in any tea break conversations. 

8. ASK YOUR REMOTE MEMBERS … 

“Is there anything that would help you to feel more part of the meeting?”  

9. HOW DO NEW MEMBERS SIGN UP? 

Your club needs new members to stay vibrant. How will you sign up new members? Does your Zone have an online registration process or do you need to email membership forms to your visitors? 

10. HOW WILL YOU CARRY OUT AN ONLINE INDUCTION OR WELCOME FOR YOUR NEW MEMBERS? 

What needs to change in your club welcome or induction procedure for online members? Does your Zone have any suggestions?

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