Crystallee Crain, Ph.D.
Director of Nonprofit Impact Consulting

Navigating the Hybrid Horizon: Mastering Meetings & Community Expectations

We’ve all been there, when all the technology needed for a meeting is confirmed and you begin to open your hybrid meeting on zoom or google meets – share your screen and welcome in person guests.

Then, suddenly, no one can see or hear you – the people in the room are getting squirmy and you’re trying not to appear frantic.

Well, we get it. 

We thought it might be helpful to share some tips and resources on preparing and planning for hybrid meetings to take the sting off when technology – which we cannot predict – doesn’t always do what it’s supposed to do.

Recently, I facilitated two hybrid meetings that together painted a vivid picture of success and struggle—one that thrived despite technical hurdles, and another that struggled under them.

When we struggled, we made it through and created plans on the spot (within 10 minutes) to shift agenda items to ensure our online participants were engaged with. These experiences highlight how meeting expectations while remaining flexible is vital in our sector’s unique landscape.

We were able to remain flexible because the agendas we’re not created in a vacuum. Meaning, everyone knew the goals of the meeting so when problem solving need to happen it wasn’t put all on one person. Whether that’s you as the facilitator or the person hosting the meeting, the problem solving for tech issues should be a collaborative effort.

The first meeting was a triumph of preparation and adaptability. Although the internet connection at the venue faltered intermittently and one camera failed to focus correctly, the team anticipated these potential glitches. Our co-facilitator, assigned to the virtual participants, ensured all voices were heard, alternating participants between online and onsite with a round-robin technique.

High-quality microphones and multiple strategically positioned cameras gave online attendees a seamless window into the room’s discussions. Crucially, we maintained clear communication channels among facilitators and technology producers, allowing quick troubleshooting. If online, the people in person texted them to confirm audio acuity. In person, the facilitator would

One ground rule that helps with this is asking everyone being on camera and muting when not speaking—created an environment of respect and inclusion. And it allowed for quick problem solving without distraction.

Contrast this with a subsequent meeting where technical preparation was lacking. The room’s internet was patchy, microphones were few and poor in quality, and no co-facilitator was present to aid online participants. This led to long silences, missed cues, and sidelined voices. Online attendees felt disconnected, with chat comments going unnoticed and raised hands ignored, eroding engagement. Onsite participants unconsciously dominated discussions, creating an unbalanced dynamic that undermined collective decision-making. The absence of clear hybrid meeting norms left participants unsure about when and how to contribute. The meeting drifted from its objectives, a stark lesson in the consequences of neglecting hybrid facilitation principles. 

We know how important it is to have meetings that can accommodate diverse needs of participants—many of whom bring unique accessibility or cultural requirements. Flexibility is essential. Consent is always helpful. This can include asking participants ahead of time regarding their accessibility needs to ensure “a phone number online participants can use to access the meeting if they have internet or computer issues.” This level of thoughtful planning can determine whether a meeting is inclusive or exclusionary.

Choosing the right meeting format is foundational. Complex discussions, such as leadership development or contentious decision-making, may warrant face-to-face meetings, while task-based gatherings flourish in hybrid or fully virtual formats. Hybrid meetings excel when they expand participation by blending onsite immediacy with virtual accessibility, but only when skillfully facilitated. 

A few best practices to include are, but not limited to:

• Having co-facilitators and technology producers who oversee both onsite and online dynamics and troubleshoot technical issues in real time.
• Testing rooms and technology at least a day before, including practicing with online participants to confirm audio, visual, and connectivity quality.
• Arranging the physical space to optimize camera angles, ensuring online participants can clearly see and hear their in-room colleagues.
• Implementing ground rules tailored for hybrid settings, such as requiring cameras on, alternating speakers between onsite and online, prohibiting side conversations that exclude virtual attendees, and maintaining eye contact with the camera to engage remote participants. 

In our mission-driven work the pressure and demands in these meetings can be high, so ensuring ease for participants is important for our continued success.

When technology falters or fatigue sets in, it is our preparation, flexibility, and commitment to inclusivity that keep the meeting’s heart beating strong.

 “Example Scenarios” for Hybrid Meeting Success

1. The Tech Buddy System

Assign one in-person attendee and one virtual attendee to act as “tech buddies.” Their role is to monitor sound, visuals, and chat, alerting facilitators if something’s off. This helps problems get solved quickly and ensures no one is left out.

2. The 360° Welcome

Begin every hybrid meeting by greeting both audiences separately:

> “Welcome to everyone in the room—and a warm hello to our online participants. Let’s take a moment to make sure everyone can see and hear clearly before we begin.”

> This simple ritual builds connection and sets the tone for inclusion.

3. The “Shared Screen + Shared Space” Approach

Use one main presentation screen that both in-person and online participants can view simultaneously. Project the virtual chat or collaborative notes (like a Jamboard or shared Google Doc) in the room so everyone can see and contribute in real time.

4. The Round-Robin Reflection
Close your meeting with a brief reflection: invite each online and in-person participant to share one word or phrase describing how they’re leaving the meeting. It maintains balance and ensures every voice is heard.

5. The Post-Meeting Check In

Send a two-question survey:

• How included did you feel during the meeting?
• What can we improve next time? 

We hope these insights support you in improving, refining, and strengthening your future hybrid meeting experiences.

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