What are the best practices for scheduling hybrid team meetings?

2 Choose the right time and frequency

One of the biggest challenges of scheduling hybrid team meetings is finding a time that works for everyone, especially if your team members are in different time zones. To avoid scheduling conflicts and fatigue, use a tool that shows the availability and preferences of your team members, such as a shared calendar or a polling app. Try to find a time that is convenient and fair for everyone, and avoid scheduling meetings too early, too late, or too often. Also, respect the boundaries and expectations of your team members regarding their work hours and communication preferences.

3 Set clear expectations and agendas

To make your hybrid team meetings more effective and efficient, communicate the expectations and agendas of your meetings in advance. Let your team members know the goal, format, duration, and topics of the meeting, as well as their roles and responsibilities. For example, you may assign someone to facilitate the meeting, someone to take notes, and someone to monitor the chat. You may also ask your team members to prepare questions, comments, or inputs before the meeting. By setting clear expectations and agendas, you can ensure that everyone is on the same page and ready to participate.

4 Use the right tools and techniques

To facilitate engagement and collaboration in your hybrid team meetings, use the right tools and techniques that suit your meeting goals and formats. For example, you may use a video conferencing platform that allows you to see and hear everyone, as well as share screens, documents, and polls. You may also use a chat or a whiteboard tool that allows you to collect feedback, ideas, and questions from your team members. Additionally, you may use techniques such as icebreakers, breakout rooms, and check-ins to build rapport, encourage interaction, and check understanding.

5 Follow up and follow through

After your hybrid team meeting, don't forget to follow up and follow through with your team members. Send a summary of the meeting, including the key points, decisions, actions, and deadlines. Ask for feedback on the meeting, such as what worked well, what could be improved, and what suggestions they have for future meetings. Also, monitor the progress and performance of your team members regarding the tasks and goals assigned in the meeting. By following up and following through, you can reinforce the value and outcomes of your meeting, as well as build trust and accountability in your team.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?