Hybrid work and hybrid meetings allow businesses to remain connected even when their teams are spread all over the globe. But only 2% of executives believe they’ve fully implemented and rolled out a final hybrid work design.
Knowing how to host successful hybrid meetings moves your business one step closer to having a sustainable and effective hybrid system. And a big part of that is having the necessary tools.
With the right equipment, you’ll be able to unify in-person and remote attendees during hybrid meetings, conferences, and more.
Are you ready to support your hybrid team with greater functionality during meetings? Read on to learn which pieces of hybrid meeting equipment your team needs.
Running successful hybrid meetings requires strategic planning and utilizing the right equipment. To run a hybrid meeting, you need:
To maximize the productivity and effectiveness of hybrid meetings, you also need the right meeting space and the right meeting room scheduling software.
Finding the right venue is important when hosting a hybrid meeting, as it allows you to create a shared experience for online and in-person attendees.
If your venue doesn’t cater to online viewers, remote individuals will be at a distinct disadvantage during meetings. And if the venue isn’t designed to hold functional, effective in-person meetings, your in-person team will be uncomfortable and distracted during meetings.
To host a hybrid meeting, you need to cater to two different sets of needs. In addition to the audio, video, software, and connectivity equipment mentioned below, a good hybrid venue will have the following qualities:
For more practical tips on how to improve meetings, check out our guide on effective meeting room management.
Audio devices are one of the most important aspects to take care of during meetings since low-quality audio directly disrupts the meeting’s efficacy.
If your audio is unreliable, online viewers might miss key information, ideas, instructions, or plans.
The following audio equipment is essential for any hybrid meeting:
Conference speakers (or speakerphones) include both a loudspeaker and microphones. They’re designed to pick up on vocal frequencies and relay them clearly by cutting out distracting background noises.
Most conference speakers come with four directional microphones, allowing them to pick up on voices from any direction. Even a small Bluetooth speakerphone can help equalize the audio in a meeting to ensure each attendee hears the full conversation.
A conference speaker’s microphones may not be powerful enough to capture audio from around the room in larger meetings. In those cases, you’ll want to have dedicated microphones for each presenter or section of the room.
To combine the audio signals received from multiple microphones, you’ll also need an audio mixer, which we’ll discuss below.
A pop filter cleans up audio signals and relays a clearer sound by removing audio fluctuations and background noise that microphones pick up on. You can use pop filters on handheld microphones for in-person attendees or on computer microphones during remote calls.
Microphones and speakers can experience technical difficulties if they pick up on each other’s noises. To prevent audio glitches from happening at your venue, give each attendee their own set of headphones.
Having the highest quality video isn’t essential for most meetings, but it does increase the quality of the remote experience.
The following video equipment is essential for hybrid meetings:
Most hybrid meetings don’t need fancy cameras. However, you do want a camera that has HDMI or USB connectivity so that you can stream the video in real-time.
If you have virtual attendees who are going to speak or present during the meeting, invest in a high-quality webcam to boost their video quality.
One camera is sufficient for small hybrid meetings. But if you’re working with a large venue and multiple speakers, you’ll need additional cameras to accommodate the different angles or speaker locations.
If you’re in a pinch, you can even use a smartphone or mirrorless camera as your second camera.
Tripods ensure a steady video feed for your remote viewers. You can also use them to set cameras up in hard-to-reach places, giving virtual participants the best possible chance of seeing everything they need to.
A video switcher is a remote that allows you to quickly jump from one video source to another. This is necessary if you have multiple input streams and want to move between them or combine them smoothly.
For example, in certain circumstances, you may want to show video from the left side of the room while streaming audio from the right side of the room.
Without proper lighting, even expensive cameras may battle to display a clear image. For in-person attendees, use a bounce light or soft overhead lights to ensure they’re adequately lit when on camera.
Remote speakers can use a ring light or set themselves up near a window with bright natural light to ensure they are clearly seen.
In the same way that it’s important to find a physical space to host your hybrid meeting, it’s also important to find the right digital platform to support the complex nature of a hybrid event.
The following software is essential for any hybrid meeting:
Audio mixer software combines audio feedback from multiple microphones into a single channel. This ensures that your remote meeting participants can follow conversations that happen in person, giving them a fully immersive experience.
A hybrid event platform is a program that has all the functionality you need to run a hybrid event. This functionality includes different meeting rooms, chats, breakout rooms, and virtual stages.
Some of these platforms stick to the basics, while others include Q&As, polls, and quizzes to drive viewer engagement.
When you’re working with teams running on hybrid schedules, scheduling meetings can get tricky. A meeting room booking solution helps to coordinate in-person teams and ensure you aren’t double-booking a conference room.
OfficeRnD Hybrid empowers your workforce by helping you coordinate your hybrid team. With it, you can build an interactive floor plan of your hybrid office and book meeting rooms in real-time.
On top of that, OfficeRnD Hybrid allows attendees to request additional services such as catering, room layout reorganization, technical setup, and more. That happens from the same meeting room booking platform.
Whether you use Chrome, Firefox, or Edge, you need an internet browser to run a hybrid event. Hybrid event platforms are typically browser-based, giving your team an app-less experience and keeping your tech stack lean.
The presence of virtual team members in hybrid meetings necessitates robust communication platforms like Zoom and Google Meet, which are not just conveniences but essentials for the successful execution of these meetings.
These popular tools bridge the physical distance, enabling seamless collaboration between onsite and remote participants.
Zoom and Google Meet also offer advanced features like screen sharing, real-time document collaboration, and interactive whiteboards.
These programs transform a conventional meeting into an interactive session, making it easier to visualize concepts, work through complex problems, and keep everyone engaged, regardless of their physical location.
The best part is that such apps allow teams to connect instantly across different time zones, reducing the delays associated with traditional meeting setups and enabling swift decision-making. This agility is crucial for businesses aiming to stay ahead in a competitive market.
Plus, recording and transcription features available in these platforms offer the advantage of revisiting discussions, ensuring that important points are not missed and allowing for better follow-up and accountability.
Here’s a full list of the most essential collaboration tools for any type of meetings, including hybrid ones.
If you want to equalize the experience for your online and in-room participants, you need to ensure your online participants experience meetings in real-time. Any delay in audio or video feedback puts them at a disadvantage and interferes with their experience.
To manage real-time streaming, you need a reliable internet connection — plus a backup plan in case things go wrong.
To stream your meetings, you need a stable, reliable, and fast internet connection. Make sure to have a backup router and service provider in case your primary internet provider crashes.
Connectivity cables allow all your equipment and software to communicate effectively. Make sure you have the necessary cables and connectors, plus backups, to run your meetings smoothly.
A LAN connection is the ideal hybrid meeting connectivity solution. LAN connections are more reliable and resilient to glitches than WiFi connections. They also provide faster internet speeds than WiFi, as well as reduce the chances of lags or streaming outages.
If you want to host a successful hybrid meeting, the right equipment is indispensable. Here is the ultimate hybrid meeting equipment checklist to ensure a smooth, enjoyable event:
In the rapidly evolving world of hybrid work, staying abreast of the latest technologies can significantly improve the effectiveness of your meetings. Here are some advanced tools and technologies designed to enhance collaboration in hybrid settings:
These allow for real-time collaboration, letting both in-person and remote participants engage with content simultaneously. Users can annotate, share, and save their ideas, making meetings more dynamic and productive.
Offering a panoramic view of the meeting room, these cameras ensure remote participants can feel more present and engaged by having a comprehensive view of their in-person counterparts.
The Meeting Owl Pro is a popular 360-degree camera that integrates seamlessly with video conferencing platforms, providing a panoramic view of in-room participants to remote attendees.
Devices like Barco ClickShare enable participants to share content from their laptops or mobile devices directly to the main meeting display, streamlining the process of switching between presenters and making meetings more fluid.
While still emerging in the corporate setting, AR and VR can offer immersive meeting experiences, allowing remote participants to feel as if they are in the same room as their colleagues.
Such tools can transcribe meetings, highlight action items, and even provide analytics on speaking time distribution, ensuring meetings are productive and inclusive.
For example, Otter.ai provides AI-driven transcription services, capable of transcribing meetings in real-time, while services like Zoom’s built-in AI features can offer meeting summaries and action item tracking.
Ensuring that only the speaker’s voice is captured and transmitted, these technologies minimize background noise and enhance audio clarity for remote participants.
“Shure” and “Bose” are among the leading brands that offer advanced audio solutions with noise-canceling microphones and audio processing technologies designed to enhance speech clarity while minimizing background noise.
Beyond standard webcams, these specialized units offer superior video quality, zoom capabilities, and tracking features to follow the speaker as they move around the room, making the remote viewing experience more engaging.
Logitech and Poly (formerly Polycom) offer high-definition video conferencing cameras and systems with features like auto-tracking, zoom, and superior image quality, suitable for professional hybrid meeting environments.
Successful hybrid meetings require the right combination of equipment, knowledge, and planning. Investing in the hybrid meeting equipment listed above allows you to create a shared value experience for your in-person and remote participants.
Even the best equipment is nullified by a bad conference room or difficulties in booking the right room.
OfficeRnD Hybrid is an easy-to-use hybrid work management software whose meeting room booking solution allows you to book office resources from anywhere.
It integrates with Google Workspace, Slack, and Microsoft Tech Stack, thus providing an app-less experience.
Plus, it has a powerful meeting services feature that enables users to request additional services such as catering, technical room setup, room layout reorganization, and more
For a hybrid meeting, you need a high-quality webcam, a microphone, speakers, and a stable internet connection. Ensure the availability of a video conferencing platform that supports hybrid meetings.
The best technology for hybrid meetings includes advanced video conferencing software with features like screen sharing, recording, and real-time collaboration tools. Opt for platforms that offer seamless integration with various devices and high-quality audio and video capabilities.
To run a successful hybrid event or meeting, you need the right audio and video equipment, a reliable Internet connection, a hybrid meeting venue, and a dependable virtual platform with functions that help remote participants engage with the presentation, such as polls, Q&A sessions, or chat rooms.
A hybrid meeting room is a venue designed to host hybrid events with ease. Most come fully equipped with the tools you need for both in-person and remote attendees.
Have the main presentation in the center so in-person attendees can see the speakers. Then, place webcams or cameras around the room to give remote participants a 360-degree view. Use a switcher to alternate between speaker and slide views for remote viewers.
You want the meeting’s remote attendees to feel as valued and catered to as the in-person participants. Equalize the experience by giving the former ample opportunities to interact and provide feedback throughout the meeting.
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