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Hybrid events blend in-person and remote experiences. While convenient, they can leave remote employees feeling left out. To ensure everyone feels included, here are some top strategies.
1. Prioritize seamless technology
Choose reliable platforms for video conferencing and collaboration. Ensure high-quality audio and video to avoid technical issues. Test all equipment and connections before the event.
- Use a platform like Zoom or Microsoft Teams for consistent quality.
- Perform a test run with all equipment the day before the event.
- Ensure high-speed internet access for smooth streaming.
2. Engage remote attendees
Start with a warm welcome for remote employees. Use interactive tools like polls, Q&A sessions and chat features. Assign a moderator to keep online participants involved.
- Begin with a personalized greeting for remote participants.
- Utilize tools like Slido or Mentimeter for live polls and Q&A.
- Designate a team member to monitor and respond to chat activity.
3. Create equal opportunities for participation
Structure the event to give remote employees chances to contribute. Encourage them to ask questions and share insights. Rotate speaking opportunities between in-person and remote attendees.
- Implement a round-robin format to ensure everyone has a chance to speak.
- Use a digital hand-raising feature to manage participation.
- Schedule specific times for remote employee contributions.
4. Use breakout rooms effectively
Organize small group discussions with a mix of in-person and remote participants. Mixing your groups helps remote employees feel more connected and fosters meaningful interactions.
- Mix groups to include both in-person and remote participants.
- Assign a facilitator for each breakout room to guide discussions.
- Provide clear instructions and objectives for breakout sessions.
5. Provide clear visuals + materials
Share all presentations and documents digitally. Use screen sharing to ensure remote employees can follow along. Provide handouts or notes before the event.
- Send digital copies of all materials via email beforehand.
- Use screen-sharing features to present slides and documents.
- Ensure all visuals are clear and legible on various screen sizes.
6. Offer technical support
IT support should be available to assist with any issues. Before the event, clear instructions and troubleshooting tips should be provided. Quick resolutions to technical problems keep remote attendees engaged.
- Share contact information for IT support before the event.
- Create a troubleshooting guide for common technical issues.
- Have IT staff on standby during the event for immediate assistance.
7. Acknowledge remote contributions
Publicly recognize the input and achievements of remote employees to reinforce their value and boost their sense of inclusion.
- Highlight remote employee contributions in wrap-up sessions.
- Mention specific remote achievements in event summaries.
- Send thank-you emails to remote participants for their engagement.
8. Gather feedback
After the event, solicit feedback from all participants. Use surveys or follow-up meetings to understand their experiences. Implement suggestions to improve future hybrid events.
- Send out a survey link immediately after the event.
- Host a follow-up meeting to discuss feedback in detail.
- Use feedback to make actionable improvements for future events.
Leveraging these strategies will help your remote employees feel included and engaged during hybrid events. Creating an inclusive environment leads to more successful and collaborative outcomes.
Looking for more tips? Check out these related resources:
- 75 tips to keep people engaged in virtual meetings
- 10 ways to make your all-hands meetings more engaging
- How to improve meeting facilitation
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