Run Better Meetings
Your newly hybrid workplace will include virtual, hybrid, and physical meetings, presenting several challenges:
- The experience for onsite and remote attendees is not equal.
- Employees are experiencing meeting and video fatigue.
- Meeting rooms are not optimized for hybrid meetings.
- The fact is that many people have not successfully run hybrid meetings before.
Our Advice
Critical Insight
- Successful hybrid workplace plans must include planning around hybrid meetings. Seamless hybrid meetings are the result of thoughtful planning and documented best practices.
Impact and Result
- Identify your current state and the root cause of unsatisfactory meetings.
- Review and identify meetings best practices around meeting roles, delivery models, and training.
- Improve the technology that supports meetings.
- Use Info-Tech’s quick checklists and decision flowchart to accelerate meeting planning and cover your bases.
Run Better Meetings Research & Tools
Start here – read the Executive Brief
Read our concise Executive Brief to find out why you should run better meetings, review Info-Tech’s methodology, and understand the ways we can support you in completing this project.Besides the small introduction, subscribers and consulting clients within this management domain have access to:
- Run Better Meetings – Phases 1-3
1. Identify the current state of meetings
Understand the problem before you try to fix it. Before you can improve meetings, you need to understand what your norms and challenges currently are.
- Checklist: Run a Virtual or Hybrid Meeting
2. Publish best practices for how meetings should run
Document meeting roles, expectations, and how meetings should run. Decide what kind of meeting delivery model to use and develop a training program.
- Meeting Challenges and Best Practices
- Meeting Type Decision Flowchart (Visio)
- Meeting Type Decision Flowchart (PDF)
3. Improve meeting technology
Always be consulting with users: early in the process to set a benchmark, during and after every meeting to address immediate concerns, and quarterly to identify trends and deeper issues.
- Team Charter
- Communications Guide Poster Template
Workshop: Run Better Meetings
Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.
1 Identify Current State of Meetings
The Purpose
Understand the current state of meetings in your organization.
Key Benefits Achieved
What you need to keep doing and what you need to change
Activities
1.1 Brainstorm meeting types.
1.2 Document meeting norms.
1.3 Document and categorize meeting challenges.
Outputs
Documented challenges with meetings
Meeting norms
Desired changes to meeting norms
2 Review and Identify Best Practices
The Purpose
Review and implement meeting best practices.
Key Benefits Achieved
Defined meeting best practices for your organization
Activities
2.1 Document meeting roles and expectations.
2.2 Review common meeting challenges and identify best practices.
2.3 Document when to use a hybrid meeting, virtual meeting, or an in-person meeting.
2.4 Develop a training program.
Outputs
Meeting roles and expectations
List of meeting best practices
Guidelines to help workers choose between a hybrid, virtual, or in-person meeting
Training plan for meetings
3 Improve Meeting Technology
The Purpose
Identify opportunities to improve meeting technology.
Key Benefits Achieved
A strategy for improving the underlying technologies and meeting spaces
Activities
3.1 Empower virtual meeting attendees.
3.2 Optimize spaces for hybrid meetings.
3.3 Build a team of meeting champions.
3.4 Iterate to build and improve meeting technology.
3.5 Guide users toward each technology.
Outputs
Desired improvements to meeting rooms and meeting technology
Charter for the team of meeting champions
Communications Guide Poster