Making Hybrid Work: Strategies for Truly Engaging Meetings and Learning Experiences

In an academic environment, the appeal of hybrid meetings and events is undeniable. The promise of accommodating participants who seek both the richness of face-to-face interaction and the flexibility of remote access offers a pathway to encourage participation. Yet, as many of us have experienced, the reality can often fall short, leading to disengagement for online participants and an awkward sense of disconnect for those in the room as they manage interactions with their distant peers.

At the Office for Faculty Excellence, we understand these frustrations because we’ve experienced them too. But we also believe that hybrid experiences aren’t  inherently flawed; it’s often a matter of intentional design and strategic implementation. We embarked on a mission to create hybrid experiences that were truly as engaging for our remote participants as they were for the people in the room. Our journey led us to insights that can transform your next hybrid meeting or teaching session from a challenge into a success.

Beyond Basics: The Foundational Pillars of Optimizing Hybrid

Our first realization was clear: a truly engaging hybrid experience demands more than just a standard video call. It requires a thoughtful integration of robust technical tools with a human-centered strategy, all designed to connect both audiences without placing an undue burden on the primary presenter.

1. Investing in the Right Technical Tools:

Simply having access to Zoom, Teams, or another remote meeting platform is a starting point, not the destination. To foster genuine engagement, especially with remote participants, you need equipment that bridges the physical divide:

• Broad Vision Cameras: Devices like the Meeting Owl or Nuroum C40 offer panoramic views or intelligent speaker tracking, allowing remote participants to see more of the room and feel more present in the physical space. This visual context is crucial for non-verbal cues and a sense of belonging.
• Omnidirectional Microphones: These ensure that all voices in the physical room are captured clearly, making conversations feel natural and inclusive for remote attendees, preventing them from feeling excluded from side comments or group discussions.

2. Building Your Hybrid Dream Team:

Technology alone isn’t enough; hybrid success hinges on dedicated human support. We identified key roles that distribute the cognitive load and ensure all participants feel valued. Please notice that we have defined these roles in order to make it easy to see what support will be needed, but this doesn’t mean that each role needs to be played by a different person. You could successfully play all the roles as long as the technology in the room can support it.

• The Tech Wrangler: This indispensable team member is the behind-the-scenes hero. They are in charge of managing the technology in the room, ensuring the video conference runs smoothly. Their responsibilities include monitoring sound, sharing slides, supporting the presenter with slide advancement, and troubleshooting any technical glitches. This allows the presenter to focus entirely on content and interaction.
• The Chat Manager: This role is critical for bridging the “digital divide” between in-person and online participants. The chat manager (who can be physically present or remote) actively monitors the online chat, makes sure questions are heard, shares materials at appropriate times, manages online participation (e.g., calling on remote attendees), and elevates their contributions when needed. They are the proactive voice of the online audience, ensuring their presence is felt and their contributions are integrated into the discussion. This role can be made even easier by preparing a list of links to all the digital handouts that will be shared during the session so they can be copied and pasted to the chat as needed.

3. Empowering the Presenter for Hybrid Success:

Even with robust tech and a dedicated support team, the presenter plays a pivotal role. We found that adequate preparation is paramount:

• Practice Sessions with the Support Team: We invited each presenter to participate in a practice session with the tech and chat managers. This isn’t just a tech check; it’s an opportunity to rehearse transitions, understand how remote participants will interact, and refine timing.
• Reviewing Slides for Clarity and Font Size: For hybrid presentations, visual clarity is heightened. Slides need to be easily readable on varied screens, ensuring remote participants don’t strain to see small text or cluttered visuals.
• Preparing On-Demand Digital Handouts and Slides: Providing digital versions of all materials ensures equitable access for all participants, regardless of their location, reducing reliance on physical handouts.
• Assuring Presenter is Online 15 Minutes Before the Session: This simple step allows for crucial pre-session checks, ensuring all systems are ready before participants arrive.

Best Practices for Seamless Hybrid Engagement

Beyond the tools and roles, specific practices can elevate the hybrid experience from good to truly great:

• Start Punctually, with Clear Instructions: Respect everyone’s time. Begin on time and immediately provide clear guidelines for participation for both in-person (e.g., using mics) and remote attendees (e.g., using chat, raising hands).
• Establish Clear Facilitation Roles: Ensure everyone knows who is managing the chat, who is supporting the tech, and how contributions from both audiences will be integrated.
• Prioritize Remote Participants: Intentionally give remote participants the first opportunity to ask questions or contribute after a major point. Ask, “Are there any questions from our online attendees?” to signal their importance.
• Discourage Unplanned Chatting:  When two or more people are talking at once, participants are unable to hear the discussions. To avoid this, ask all participants to raise their hands to speak so that they are not talking over each other.  Also do small group discussions that separate the remote from the in-person participants and mute the in-room micr[hone so that participants are not distracted.
• Actively Encourage Hand Raising (Both Physical & Virtual): Make it clear how both in-person participants (physical hand raise) and online participants (virtual hand raise feature) can signal they wish to speak. The chat manager plays a key role in monitoring virtual hands.
• Enable Real-Time Collaboration and Information Sharing:
  • Shared Documents: Use platforms like Google Docs or Microsoft 365 for collaborative note-taking or brainstorming.
  • Digital Whiteboards: Tools like Miro or Mural allow both groups to contribute visually to brainstorming sessions.
  • Communication Platforms: Beyond the main video call, consider using a dedicated chat channel (e.g., a shared Teams or Slack channel) for ongoing dialogue and resource sharing.

Optimizing the hybrid experience is an evolving art, but by focusing on robust technology, dedicated human roles, presenter preparation, and intentional facilitation, you can unlock its full potential. The goal is to move beyond simply accommodating presence to actively fostering a sense of connection and equal participation for everyone, no matter where they are.

At OFE, we are committed to supporting NC State faculty in addressing these complex yet rewarding pedagogical and technological challenges. We encourage you to reach out, share your own strategies, and explore the resources available to help you master the art of the engaging hybrid experience.