Hybrid meetings, when implemented correctly, can boost productivity, enhance collaboration among distributed teams, and save you time and money. These benefits are made possible by blending in-person and remote meeting participation through the use of video conferencing platforms and hybrid meeting tools.
According to a recent study by Gallup, six out of 10 US employees with remote jobs want a hybrid work arrangement. But while hybrid meetings have become the new normal for most businesses, the bigger question is, how do you set up and run a hybrid meeting successfully in order to maximize your resources?
Follow along to discover the steps to running a productive hybrid meeting.
Hybrid meetings explained
Powered by the internet and video conferencing platforms, hybrid meetings have been in existence for over a decade, bringing global teams together and addressing distance limitations. However, it wasn’t until the COVID-19 pandemic occurred that hybrid meetings became even more popular, helping to accelerate the development of online meeting platforms and resulting in more AI functionalities and best practices being implemented.
Hybrid meetings are attended by in-person attendees and virtual participants
Think of hybrid meetings as typical group meetings for presentations, quick updates, onboarding or training sessions, client pitches, planning, webinars, and even product demos. The only difference is that they’re held with mixed participation of both on-site and remote attendees, aiming for real-time engagement.
To conduct a hybrid meeting, you need the right tools and resources, including a stable internet connection, an audio-visual equipment, and a secondary display where in-room participants can view remote attendees or any shared content or presentation.
In my years of experience leading and attending hybrid meetings, I can attest to how crucial software or app training and pre-meeting preparations are. In conducting this meeting format, being equipped with ample knowledge and the right resources determines how seamless the flow will be. Lastly, while often neglected, basic physical setups like good lighting and a distraction-free room can be a game-changer.
Steps to conducting successful hybrid meetings
Most businesses are already familiar with hybrid meetings, but reviewing and understanding the steps to ensure smooth and successful implementation is still essential. Neglecting key steps, like identifying your goals and objectives, can lead to inefficiencies. Aside from the preparatory stages, note that there are post-meeting steps as well.
I’ve grouped the steps according to the timeline: before, during, and after. Follow along to learn more about the processes involved in handling hybrid meetings.
1. Pre-meeting preparations
Here are the steps you need to tick off the list before you hit the “start” button.
- Identify the goals and objectives. This step should answer what the discussion will be about, the format (e.g., will there be a presenter or will it be an open forum), and the expected outcome.
- Assign specific roles. Roles can be as simple as assigning who needs to be present as a participant and who has more significant responsibilities (e.g., presenting, answering questions). Another often-neglected role is that of a moderator, who may be responsible for tasks such as timekeeping, chat monitoring, and technical support.
- Share relevant information: Collect and share the agenda, calendar invites, and links to relevant documents. These types of information can be delivered to concerned attendees via email or through your preferred team messaging platform.
- Select a video conferencing platform. Running a hybrid meeting means you need a reliable conferencing software solution to make it happen. There are multiple choices on the market. When choosing a platform, focus on what you truly need in terms of features and what is within your budget.
- Prepare and test other tools and equipment. Aside from the online meeting platform, there are other resources that can help make the hybrid meeting a success. These include tech equipment: microphones, speakerphones, and webcams. Some teams have started utilizing note-taking solutions to help them focus better on more critical tasks.
- Ensure enough internet bandwidth allocation. The industry standard for HD audio and video meetings is 10 to 20 Mbps. Anything lower than this range may result in lag and delays — tech issues that you want to avoid.
- Finalize physical setup. Did you know that even cables and electric plugs should be organized ahead of time? Cable management not only keeps the space neat but also promotes safety. Once all the cords have been properly plugged in, all devices will function as expected, providing your team with peace of mind. It is also important to note that lighting and acoustics are equally integral in the physical setup, so don’t neglect these as you prepare for the meeting.
2. Running the hybrid meeting
After going through all the nitty-gritty pre-meeting steps, I’m sure you’re curious what else is left to be done. The truth is that it doesn’t end there; there are a couple more steps that you need to take, such as setting meeting rules and engaging with remote participants. Find out what the next initiatives are below.
- Facilitate a tech run. Similar to on-site events, a tech run or tech rehearsal is conducted, focusing on the technical aspects of the meeting. This step includes checking for audio and video quality, positioning of the cameras and screens, lighting, and sound volume. Skipping this part may result in disruptions during your call.
- Set the tone and run through the agenda. One of the challenges of a hybrid meeting is that some remote participants may feel disconnected, even if they’re present in the meeting virtually. Encourage active participation by setting the mood and welcoming everyone. Other facilitators would recommend going over the agenda to keep everyone aligned, while others like to begin with icebreaker activities.
- Clarify ground rules. Some of the most basic hybrid meeting etiquette that you want to reinforce include muting when it’s not their turn to speak or using the “Raise hand” feature. Showing respect even in a hybrid setting is possible if all ground rules are clear.
- Record the meeting. Recording meetings is beneficial for documentation purposes. It also keeps everyone informed, even those who couldn’t make it; hence, don’t skip this part. Make sure you inform all the participants before you hit the record button. This is to foster trust among team members and protect participants’ privacy rights.
- Utilize in-meeting collaboration tools. Collaboration in a hybrid setup doesn’t end with screen sharing. Video conferencing providers like Zoom offer functionalities to engage with everyone, particularly those who are joining from a different location. Some of these collaboration features include breakout rooms, team chat, whiteboards, and polls.
- Document meeting discussions and next steps: Zoom has a built-in AI tool that captures meeting summaries, which are then automatically sent to participants after the call. If you prefer a third-party tool to generate meeting summaries, explore the use of note-taking apps like Fireflies.ai. We’ve listed some of the best AI note-taking tools in 2025 to help you get started.
3. Post-meeting initiatives
To ensure a successful and effective hybrid meeting, follow these post-meeting initiatives:
- Gather feedback from attendees. Get firsthand reactions and insights on how the meeting went by sending a quick survey through your team messaging app or via email.
- Check if the attendees received the meeting summary and recording. Since some conferencing platforms automate sending meeting notes and action items, all you need to do is follow up if the attendees are able to view them. If these files need to be shared manually, you have to do it promptly, as they contain crucial items like deadlines, action points, and agreements.
Best practices for making hybrid meetings more productive
Not all hybrid meetings end up meeting its objectives due to several reasons, and one of them is unpreparedness and failure to engage remote participants. I’ve compiled some of the best practices I’ve been following over the years to ensure not just a smooth flow of the meeting but also a productive and enjoyable experience.
Be mindful of your language
A hybrid setup means working with people from various locations, so it is important that you stick to a language that is easy to understand for everyone. Jargon, idioms, and inside jokes can potentially isolate
remote attendees, so be mindful not to use them a lot.
Observe the meeting duration (and start on time)
I personally believe that longer meetings don’t automatically equate to better productivity. Observing the schedule set initially in your calendars helps you avoid talking about irrelevant topics and focus only on what needs to be discussed.
While it’s common — and admittedly difficult to avoid — to go overtime, staying within the meeting duration keeps attendees engaged and their energy high.
Generally, hybrid meetings last for 45 to 60 minutes. Should there be a need for the meeting to go longer than the usual duration, make sure to let participants know.
Update software regularly
Imagine having to delay a meeting just to accommodate a software update — it’s a tech nightmare! To avoid this from happening, always check your tools (e.g., video conferencing platform, note-taking app, other collaborative applications) beforehand to see if they’re updated and running smoothly. This applies to devices like laptops, where system updates are frequent.
Carefully assess the tools needed for the meeting
There are tons of interactive tools and apps that you can use, but it’s always best to stick with one to two per meeting. Only using the tools that meet the specific needs of a meeting is what drives efficiency.
Having too many apps open at the same time is not only confusing to manage but can also be counterproductive, as you’re now more focused on running these tools instead of delivering the most important updates/messages.
Decide when a hybrid meeting is necessary
Hybrid meetings can be a huge time-saver, but they are not always the solution. Asynchronous communications can be a more suitable option in some situations, where distributing materials or recordings is more efficient than having to discuss the matter in real time. This allows for flexibility, particularly for team members who are not in the same time zone or are simply too occupied to attend a meeting.
Hybrid meetings are highly beneficial for globally distributed teams, and, of course, you want to take advantage of the technologies available. However, as a team leader or business owner, setting up hybrid meetings should be aligned with most of the target attendees’ priorities.
Schedule meetings only when real-time collaboration and decision-making are critical. As a general rule of thumb, if a matter requires the team’s 100% immediate attention with a clear and actionable purpose, a hybrid meeting is necessary.
Most popular hybrid meeting tools for small businesses
In addition to video conferencing platforms, there are other essential hybrid meeting equipment and tools to secure. Click on the tabs to discover your options.
Video conferencing solutions | Starting monthly pricing | Key features | Learn more |
|---|---|---|---|
 | Free or $15.99 per user |
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 | $6.30 per user (through Google Workspace) |
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 | $4.80 per user |
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 | Free or $40 per organizer |
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Visual collaboration tools | Starting monthly pricing | Key features | Learn more |
|---|---|---|---|
 | $8 per user |
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 | $5 per seat |
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Document sharing tools | Starting monthly pricing | Key features | Learn more |
|---|---|---|---|
 | $6.30 per user (through Google Workspace) |
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 | $12 per member |
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Note-taking apps | Starting monthly pricing | Key features | Learn more |
|---|---|---|---|
 | $18 per seat |
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 | $16.99 per user |
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There are tons of tools you can mix and match to enhance the hybrid meeting experience and leave a positive impact on virtual and in-person attendees. Understanding your needs and priorities as a team will help you narrow your options and , whether that’s for task management, file sharing, or scheduling.
Bottom line
Through hybrid meetings, teams have the opportunity to collaborate despite the geographical limitations. Business owners are also given the chance to explore and work with talents from different locations without incurring expenses on transportation and logistics.
Running hybrid meetings entails preparation, which includes the physical setup and your readiness to facilitate one. Productive hybrid meetings are a result of engaging discussions and little to no disruptions, with the help of reliable video conferencing software and equipment.
Frequently asked questions (FAQs)
Virtual meetings are conducted 100 percent online. No in-person interaction is involved, as all participants are joining through a video conferencing platform. Hybrid meetings or blended participation is a mix of remote and on-site participants attending a meeting in real time through a video conferencing tool.
The challenge with hybrid meetings is to ensure equal and active engagement of both online and in-person attendees. Everyone on the call should be seen and heard clearly. Here are some of the equipment needed to conduct a productive hybrid meeting:
- Reliable internet source
- Laptop with video conferencing software
- High-quality webcam
- Microphone
- Speaker
- Display screen or projector
Promote inclusivity in hybrid meetings by adopting a remote-first mindset. Although there are physical attendees, ensure that all necessary tools and communications are accessible to remote participants. For instance, give them access to the digital whiteboards or breakout rooms. Present virtual attendees equal opportunities to participate and collaborate.
