How to run a hybrid meeting
The short answer
Make remote people equal participants: use good room audio and cameras, have everyone join the same video call and chat, appoint a facilitator who calls on remote attendees first, and keep shared notes on screen. Send decisions and actions in writing afterwards.
Step by step
- 1
Fix the audio first
A good room microphone matters more than the camera.
- 2
Everyone joins the call
People in the room open the call on their laptops, muted, so chat and hand-raise work for all.
- 3
Name a facilitator
Someone whose job is to bring remote people in, often first.
- 4
Share notes on screen
Everyone sees the same agenda and notes.
- 5
Write up decisions
Send decisions and actions to everyone afterwards.
Common mistakes
- Side conversations in the room that remote people can't hear.
- Whiteboards only the room can see.
- Forgetting to check the remote experience before starting.
Acta records hybrid meetings with the desktop app or notetaker and sends everyone the same notes and actions.
Try Acta free for 15 daysQuestions
What is a hybrid meeting?
A meeting where some people are together in a room and others join remotely.
What equipment do you need?
A good room microphone and speaker, a camera that shows the room, and a screen for remote participants.