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Now that we are working on and off campus in line with our Remote Working Framework [PDF 222KB], we are adapting to hybrid meetings. 

With colleagues spread across different locations it can prove challenging to make sure that everyone feels included in the meeting.  

The more frequently we attend meetings, the more aware we are of what is required to make the meeting run successfully – and ensure everyone is included in the conversation and able to contribute. 

Colleagues from across campus have shared their views on what will make your meeting run as smoothly as possible. 

Plan ahead 

• When you book a meeting space find out what technology is in the location so you know what you need to bring (laptop, charger etc.) 
• Let other attendees know there is a choice of Teams and location on campus 
• Allow 10 mins ahead of your meeting start time to get the room set up; check the camera/audio is working; and presentation is displaying, or to allow those on campus to move between locations. 

Being considerate 

• When on Teams you can raise a virtual hand during the meeting, to let people know you want to contribute without interrupting the conversation. 
• Whoever chairs the meeting will need to make sure the in-person colleagues (or those joining remotely) do not dominate the conversation – and actively draw colleagues into the discussion. 
• Allow everyone in the meeting the chance to ask questions. 
• Finish at least 5-10 minutes to the hour to give time for the next meeting to be set up. 

Sound quality 

• Mute your microphone if you aren’t speaking. This helps prevent accidental sounds and feedback from distracting colleagues.  
• Using a headset often helps to filter out unwanted noises and ensure a higher quality call (recommended noise reducing headsets are available to purchase through IT Services).

Accessibility 

• You can turn on live captions and read subtitles in real-time during the meeting. This is a useful feature for those who are hard of hearing, have different levels of language proficiency, or are connecting from a loud location. 
• Turn on background blur to keep the focus on you instead of what’s behind you. 

Presenting 

• If you need to share content during the meeting you can decide whether you need to show your entire desktop, or just a specific window. 
• Take advantage of large screens in a room so that you can see all your remote colleagues and make sure you’re on camera so that they can see everyone in the meeting room.
• Staff attending hybrid meetings in person may also wish to access the meeting via Teams so that they can contribute to comments/share information on screen. If people do do this, it is important that everyone except one (meeting chair) mute their microphones and sound output to avoid feedback. 

Find out more 

• For more information visit the ITS page   
• IT are also currently drafting guidelines and instructions for the new hybrid meeting technology being installed at selected locations across campus. 

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