As we wind down our second pandemic year, I’ve been watching the emergence of hybrid workshops, meetings, and events.

For our purposes, the word hybrid means that some participants share the same physical space – maybe indoors, maybe out – while others participate remotely through their devices. Think of it as “some in the room, others on Zoom.”

Having designed and facilitated a LOT of webinars and virtual meetings, many of us have become skillful at engaging online groups. (Want to improve your skills? Read this and also this.)

However, the hybrid model is a different beast.

Are you up for the challenge?

If you’re a facilitator, trainer, or group leader, hybrid events can be challenging. How can you…

• Engage everyone without stumbling over the technology?
• Manage and reduce the inevitable power imbalances?
• Maximize accessibility?
• Build bridges between in-person and virtual participants?

Lately I’ve been asking peers how they’re navigating this brave new world. Uber-facilitator Beth Kanter has been writing about it for years, so in some ways, I’m late to the party.

In this post, I’ll share a couple of recent hybrid experiences and what I learned from them.

Not what I was expecting

In October, I traveled to upstate New York for a day-long planning retreat with ADKAction. We gathered at the outdoor pavilion of a local brewery (yeah, my job is tough).

After setting up the space, I learned that four of the 20-plus participants would be joining by Zoom – which was not in my facilitation plan. Yikes! Time for a new plan….

Our first adaptation was moving everything to the opposite end of the pavilion to catch a stronger Wi-Fi signal. We created sightlines so those on Zoom could see everything we were sharing and doing on-site. Fortunately, the client brought a detachable computer camera and microphone, which improved the experience for our remote participants.

We also designated a staff person to monitor chat and shout out any comments or questions as they were posted.

Hybrid breakouts 101

We used a simple, low-tech format for hybrid breakout groups – and it worked well. Try this:

• Physically distance the groups.
• Assign one or two remote participants to each in-person breakout group.
• Designate someone in the group to use their cell phone to call the remote participant.
• Turn on the phone’s speaker. Place it in the center of the group so the remote participant can hear and be heard.
• Assign someone on the circle to check in periodically: “Maria, what’s your response?”

Bottom line: The Zoom folks enjoyed the day, felt included, and they all stayed to the end!

Hybrid High Holidays

For synagogues, the High Holidays typically draw the biggest crowds of the year. During this untypical year, here’s a hybrid model that was inclusive, safe, and authentic.

Our local synagogue used the “everything approach:” Indoor services (preregistration and masks required, social distancing, one-third capacity), outdoor services, and Zoom access for all the indoor stuff. That totaled 17 services, study groups, and events spread over ten days – a lot of logistics.

We borrowed a professional video camera and microphone from our local community access television station and were trained to use them. During services, we fed the images and sound through a computer to our Zoom account, which created a better experience for remote participants.

This approach differed from a typical livestream in two ways:

• By choosing gallery view, participants could see the “virtual congregation” and feel like they were part of a group.
• When service leaders posed questions or asked for input, Zoomers responded in chat – and the camera operator shared their thoughts with the room.

Throughout the holidays, half the congregation attended in person. The other half joined remotely. Overall, those on Zoom felt the experience was meaningful and inclusive.

I’ll venture a prediction. Even in a post-pandemic world, our members will want and expect all these options. Will we provide them?

Not going back

People like choices. People want to feel empowered. Once they experience the opportunity to attend in person OR join virtually, they’ll continue to want both.

If we’re talking about your workshop or workplace, then yes: you can mandate the format … and maybe that’s one format only. For example, following a long stretch of remote workshops, Training for Change is recommitting to in-person trainings.

I totally get it. Zoom fatigue is real. Moreover, many people learn and work and engage more successfully when they’re physically together.

However, given deep levels of uncertainty – the persistence of Covid, limited childcare options, school cancellations, workforce challenges, impacts of the climate crisis, etc. – flexibility might be your greatest asset. If someone needs to stay home to care for their kids, can’t easily travel, or simply feels unsafe in a room with other people, do you really want to exclude them?

Hybrid is an imperfect solution, but it’s here to stay. Let’s embrace it and get good at it.

Now it’s your turn

How are you thinking about this?

What’s your experience with hybrid events and meetings?

Feel free share your comments and ideas below.