How to Run Engaging Hybrid Meetings

Hybrid meetings are notoriously difficult. Remote participants become second-class citizens while in-room attendees dominate the conversation. But it doesn't have to be this way.

The Hybrid Challenge

When some people are together and others are remote, natural dynamics create imbalance:

• In-room side conversations exclude remote participants
• Technical setup often prioritises the room over the screen
• Body language and social cues get lost in translation
• Remote attendees hesitate to interrupt flowing discussions

Solving these problems requires intentional design.

Principles for Hybrid Success

1. Remote-First Mindset

Even with people in the room, design the meeting as if everyone were remote. This means:

• Everyone joins from their own device (yes, even in-room attendees)
• Chat and digital collaboration tools are primary, not backup
• Meeting materials are shared digitally, not on a room whiteboard

2. Explicit Facilitation

Someone needs to actively manage participation balance. This facilitator:

• Explicitly invites remote voices into discussion
• Monitors chat for questions and comments
• Calls out when in-room dynamics exclude remote participants
• Ensures turn-taking is fair

3. Technology That Works

Invest in proper hybrid meeting technology:

• Quality microphones that pick up all room voices clearly
• Cameras positioned to show who's speaking
• Displays that make remote participants visible and life-sized
• Reliable, tested-before-each-meeting equipment

4. Structured Participation

Don't rely on organic conversation. Use techniques that ensure everyone contributes:

• Round-robins where each person speaks in turn
• Written input before verbal discussion
• Polls and voting to gather perspectives quickly
• Breakout discussions in smaller groups

Activities That Bridge the Gap

Some team activities work particularly well in hybrid settings:

Virtual games: When everyone interacts through the same digital platform, location becomes irrelevant.

Async warm-ups: Before synchronous time, have everyone submit responses to a fun question. Share highlights when you meet.

Hybrid-native tools: Use platforms designed for distributed collaboration, not just digitised in-person experiences.

The Future Is Flexible

Hybrid isn't going away. Teams that master this format will attract better talent and work more effectively. The investment in getting it right pays dividends.

Start by auditing your current hybrid meetings. Where does participation imbalance show up? Address those specific friction points first.

Your remote team members will notice—and appreciate—the difference.