Meeting & Technology Needs of the Hybrid Employee

Aug 19, 2022 9:36:32 AM

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Now that we have learned that fewer workers are returning to the office full time across the country, we must adapt the way that we think about technology both in the workplace and at home (which is now the workplace for many). Hybrid meetings meetings are now a vital, if not, the main communication channel for the foreseeable future. Here are 5 keys to making sure the hybrid meetings that occur in your organization are set-up for success right from the start. 

1. The Right Hybrid Technology Must Be In Place

If you have the wrong technology in place, both the audio and the video will suffer and employees, prospects, and clients will all be left with a bad taste in their mouth.. Every AV project should begin with open dialogue with your employees. Discover their needs, their desired tech stack, and then analyze the technology that exists in your conference rooms, huddle spaces, and even in some cases the homes of your employees if your workforce is largely remote.. You might find that you need better cameras to avoid blind spots for people in the room, or even table microphones in larger spaces so that fuzzy or grainy audio is eliminated. It might be time to upgrade to a BYOM or BYOD model.  Regardless of what the needs of your office space and workforce are, it is time to evaluate the technology of the present & the future that will be available to your employees. 

2. TEST THE TECH PRIOR TO MEETINGS

Let's be honest, technology can and has let us down. We've all had the cable that doesn't work, or the wireless connection that cuts off at the most inopportune time. Not to mention, the display that simply won't turn on, or the presentation that doesn't quite make it's way to the screen. Whether it’s your first hybrid meeting or fiftieth, it’s important to give yourself at least 20 minutes before the meeting to test out the technology in place in the room. In your meeting rooms, leave cheat sheets for guests and customers that show how to connect, or how to use the technology. We've even seen companies play "how to" videos the moment someone walks into one their conference rooms or shared spaces. Having an IT resource assigned to help desk type activities isn't a bad idea either. They can help test things like, video speed,  and the audio quality so that you don’t waste actual meeting time resolving technical issues. 

3. aCCESS FOR rEMOTE woRKERS & iN oFFICE eMPLOYEES

Prior to the pandemic, meeting attendees that joined meetings remotely were usually an afterthought, or they joined simply to gather key information and didn't interact, or play a key role in the meeting. That has since changes to the point where we often see remote participants leading meetings for in-office attendees.. Hybrid meetings and the technology setup must give equal access to all participants to be heard, interact with data, present, and give feedback.

 Providing meeting attendees with an overview of the meeting ahead of time can make a lot of difference in the openness of communication during the meeting as well. If both remote and in-person attendees can prepare questions and contributions ahead of time, it increases the likelihood of better "in-meeting" communication..

4. appoint a leader

Having one person in charge of the meeting (or two in some instances) is vital to meeting success, Someone that can facilitate discussion and the flow of when remote and in-person attendees contribute either vocally, or with content can help to provide seamless transitions within the meeting.. This should be someone who is able to test the technology in place and is comfortable with the AV in the room they are in. This person should be able to have line of sight to all attendees and their needs at all times and be able to adjust the content of the meeting when and if necessary. 

5. Focus on Communication & Collaboration

Hybrid meetings may be the only time during the week that some team members get a chance to interact with each other. This means it is vital to their success to be able to build strong relationships in the times they are in these meetings. Giving employees the ability to break off into other sections of a meeting for a 1-1 conversation, or even syncing multiple conference rooms or huddle spaces, or even multiple office locations can be key to effective collaboration. In order to do this, you must have the right AV technology in place. We'd love to hear more about your projects and discuss ways that PTG can help drive effective communication within your company meetings. 

 

Topics: Video Audio

Jacob Zupancic

Written by Jacob Zupancic

Jake is an Account Manager at PTG. He is responsible for taking care of existing clients and ensuring that any new projects are taken care of. As part of his role, he is also charged with the task of finding new and innovative ways to expand PTG's portfolio of clients.

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