10 Tips to Ensure a Well-Run Hybrid Meeting

For over 3 years now, most owners' meetings have been held virtually. Technology has drastically improved, lessons have been learned, and changes have been implemented by virtual meeting host platforms to improve the overall experience of participating in a virtual meeting.

As we continue to emerge from the pandemic, more condominiums are holding in-person meetings, but many continue to hold virtual meetings. For some it is because the pandemic remains a going concern. For others, it is because virtual meetings can be more efficient and increase owner participation.

To balance the interests of owners who want to attend owners’ meetings in person and the benefits of virtual meetings, some condominiums are holding hybrid meetings. We expect that over time, more condominiums will be holding hybrid meetings. We have attended hybrid meetings that have been run very well and some, unfortunately, not so much. There are some distinct differences that we have noticed between well-run hybrid meetings and those that do not go as well.

Here are 10 tips for holding a well-run hybrid meeting:

1.     There should be a high-definition 360 degree view video camera and good microphone in the room, so that those attending virtually can see and hear everyone in attendance in person. Having to repeat questions raised at the in-person portion of the meeting for the benefit of those in attendance virtually is a recipe for an inefficient meeting.  

2.     The 360 degree view camera should be capable of automatically focusing on the speaker. This is helpful for those attending virtually to clearly see the speaker.

3.     A screen for those in attendance in-person connected to the virtual portion of the meeting so that those virtual attendees can be seen by those attending in person.  

4.     There must be good speakers in the meeting room so that anyone speaking in attendance virtually can be clearly heard by those attending in person.

5.     The chair of a hybrid meeting should always be in attendance in person. It is very difficult for someone to properly and efficiently chair a hybrid meeting virtually. 

6.     The chair must ensure that those in attendance in person only speak when they have the floor. If multiple people are allowed to speak at once, those in attendance virtually will not be able to make out what the speaker who has the floor is saying. Similarly, virtual participants should be muted unless they have the floor.

7.     Those in attendance in person should not get priority for questions and comments. The chair must take care to ensure that everyone in attendance in person and virtually have an equal opportunity to participate, make comments, and ask questions.

8.     The chair should be provided with a laptop that is connected to the virtual meeting to be in the best position to keep track of hand raises and questions submitted through the virtual chat or Q&A box.

 9.     All technology should be tested, when possible, at least a day in advance of the meeting, so that any issues can be identified and resolved before the start of the meeting.

 10.  Owners should be provided, along with the Notice of Meeting, with detailed information on:

 a.     what application (such as Zoom or Teams) or internet browser should be used;

b.     how to update any required application;

c.     how to test their microphones and video cameras;

d.     how voting will occur if attending virtually; and

e.     how to access their email client during the meeting, if that will be required for voting.

Following these 10 tips can assist in ensuring a well-run hybrid owners’ meeting in which all owners, whether attending virtually or in person, are able to fully participate.