Note: This guest post is from Anna Adachi-Mejia; an earlier version appeared in Medium. Thanks, Anna!

Are you planning a combined in-person and videoconference meeting – in other words, a hybrid meeting?

As a former faculty member who has facilitated and attended hundreds of hybrid meetings, I understand how this can feel like the worst of both worlds. Hosting and facilitating a meeting entirely in person or entirely over videoconference is relatively easier. 

However, hybrid meetings offer the potential to engage with a more diverse group of attendees, because people who prefer to join through videoconference may be unable to attend otherwise.

A frustrating compromise?

Indeed, hybrid meetings can feel like a frustrating compromise. 

Perhaps you don’t have adequate tech or facilitation support. In-person attendees may act resistant towards or resentful of the people who are not physically present. The technology may fail, or the setup of the physical environment may be inadequate to support this model. 

People attending in person might exhibit body language or start side conversations that exclude the people online. In the same way, people attending by videoconference might have their own sidebar conversations, excluding those in the room.

However, hybrid meetings can also go well – really well. To improve your odds of success, try these three strategies to elevate your hybrid meeting experience.

First, pay attention to the physical infrastructure

Consider camera location, lighting, access to one or more microphones, and ways to identify who is present. Provide time for people on both sides of the experience (in the room and on the computer) to have a chance to speak. 

If you are facilitating a meeting that would normally include name tags, here’s a nice touch. Put out name tents for all attendees, including the people attending via videoconference. These name tents offer a visual cue that reminds everyone in the room (including the facilitator!) that some attendees are participating remotely. 

Similarly, list the names of those in the room using the videoconference chat feature. Remember that latecomers to certain videoconference platforms can’t see any chat that originated before they joined, so you may want to re-post that list over the course of the meeting as people enter remotely.

Next, create the bridge

You need a dedicated person in the room who is focused on supporting the videoconference experience and serving as a bridge between remote and in-person participants. They can offer support with technical challenges, check on camera and microphone placement, and verbalize any comments that appear in chat. 

This “bridge person” can also narrate responses to questions that appear on the videoconference platform and offer observations to the room: “People are smiling,” or “Most people are giving a thumbs up.” They can signal the facilitator to pause for a virtual raised hand or for activity in chat.

Finally, be intentional – and name your intentions 

Parties on both sides of hybrid-meeting-world need to commit to making this work.

Remind people in the room to use the microphone – and repeat their names – so the remote attendees can hear them. Indeed, include this instruction in your initial meeting norms and group agreements. 

As relevant, the speaker or facilitator can narrate relevant body language or describe something that the speaker is pointing to. 

Remind people on videoconference to communicate if they are unable to hear or if they need support in tracking what’s happening in the room. If you’re the facilitator, take time to repeat questions or comments that someone on either side of the hybrid meeting experience may not have been able to hear or understand.

Engaging more people can help you reach your goals

Taking extra time to design and facilitate a hybrid meeting can ultimately help you accomplish your big-picture goals.

Why? This model offers the possibility of accessibility, engagement, and shared connection. 

Furthermore, attendees can join from different locations and time zones, which offers opportunities for added productivity, creativity, and innovation. 

As you try these tips, I hope your next hybrid meeting experience will be productive and fun.