Hybrid community association board or member meetings have become increasingly popular as they offer flexibility and inclusivity to participants. However, successfully hosting such meetings requires careful planning and execution to ensure all attendees, whether in person or online, can actively engage and contribute. In this article, we will discuss the best practices for hosting hybrid community association meetings.
First and foremost, effective communication is essential. Provide clear instructions to all participants regarding how to join the meeting virtually and any technical requirements. Test the technology beforehand to ensure smooth connectivity and troubleshoot any potential issues in advance. Additionally, designate a point of contact for technical support throughout the meeting to assist participants experiencing difficulties. From personal experience, I can tell you that the audio setup at the in-person location can make or break the meeting. Sound systems should be tied together, if possible. Those in-person should utilize a microphone, and no one else in the room should be logged in to the meeting remotely unless they are muted to prevent feedback and an echo.
It’s important to have ground rules for all meetings, but especially a hybrid meeting. While you want to create an inclusive environment by actively involving both in-person and virtual attendees, there must be order in the meeting to be effective and achieve the meetings goals. Designate a facilitator or moderator to manage the meeting and ensure that all voices are heard. Sometimes it is better for that person to be in another room. This helps them to be able to avoid distractions. Encourage virtual participants to contribute by utilizing features such as chat or polling tools. Similarly, provide opportunities for in-person attendees to interact with their virtual counterparts through Q&A sessions or breakout discussions.
Moreover, ensure that any visual aids or documents shared during the meeting are accessible to individuals with visual impairments. Additionally, when appropriate consider providing translation services for non-English speaking participants to foster inclusivity.
Lastly, gather feedback from attendees following the meeting to continuously improve future hybrid events. Send out surveys or polls to solicit input on the meeting format, content, and overall experience. Use this feedback to identify areas for improvement and implement changes accordingly.
Hosting a successful hybrid community association meeting requires careful planning, effective communication, inclusivity, and active engagement. By following these best practices, organizers can create a positive and productive experience for all participants, whether they are joining in person or virtually.
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