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Soso-kevitra amin'ny fampiantranoana fihaonana an-tserasera sy amin'ny olona manokana

Tamin'ny volana martsa 2020 matihanina maro no nitodika tany amin'ny vahaolana virtoaly mba hihaona amin'ny mpiara-miasa, noho ny valan'aretina COVID-19. Satria fiovana vaovao ho an'ny ankamaroantsika izany, the WHO/IBP Network published Mandeha virtoaly: Torohevitra momba ny fampiantranoana fivoriana virtoaly mahomby.

While the COVID-19 pandemic showed us the power and importance of virtual meetings to continue our essential work, it also reminded us how important face-to-face interactions are for networking and relationship building. Now that virtual meetings have become a routine part of our work, many have shifted their focus to hosting hybrid meetings, where some people are participating in-person and some join remotely. In this post, we explore the benefits and challenges of hosting a hybrid meeting as well as our tips for hosting an effective hybrid meeting.

Benefits and Challenges of Hosting a Hybrid Meeting

Hosting an effective hybrid meeting requires forethought and careful planning by the hosts—even more so than planning a completely virtual or an entirely in-person meeting. Some may say it’s double the work since, in essence, event organizers need to think through both virtual and in-person participation. This can require additional costs and staff time for planning and implementation.

It can be a challenge to accommodate the needs of two different types of audiences. This includes handling connection issues and making sure questions and contributions of remote participants are taken into consideration. If these aspects are not thought through, there is a risk that the focus of the meeting will shift from the content to the technical logistics. That negatively impacts the experience for everyone. Farany, for virtual participants, hybrid meetings may limit the ability for informal networking (such as during coffee breaks in between sessions). Personally connecting with virtual participants, which often spurs collaboration and innovation, is also hampered.

Despite the additional preparation, hybrid meetings offer a wealth of opportunities. Ohatra, more participants may be available to attend the meeting given there are fewer associated costs, anisan'izany ny:

  • Traveling to/from the venue.
  • Paying per diems.
  • In-person technology costs.

Aside from reaching a larger audience in general, hosting a hybrid meeting may allow for a broader set of experiences or perspectives, with people from various geographies potentially in attendance.

The first step in hosting a hybrid meeting is deciding if hybrid is the right format for your meeting. Some meetings may benefit from all in-person attendance or all virtual participation. We recommend that you select the format based on the objectives of the meeting and the expected attendees. Be realistic about what will be feasible to achieve with the format selected.

If you’ve decided to host a hybrid meeting, we recommend implementing the following practices before, during, and after the session.

Tips for Hosting a Hybrid Meeting

Before

Carefully consider what time and date the meeting will be held

a close up of a calendarTake into consideration the different time zones where participants will be attending from. Keep in mind that a hybrid meeting may mean some attendees may be attending outside of normal work hours. This includes days that may not be ideal for them given national or cultural holidays. Try to select the most convenient time for as many participants as possible. We recommend using a tool such as the World Clock Meeting Planner to visualize and select the most convenient time across time zones and regions.

Consider internet bandwidth of participants

Provide an internet stipend for those joining remotely, if possible. Virtual meetings require a strong and stable internet connection for participants to fully participate and benefit from the content being shared. An internet stipend will support virtual participants to use their web cameras to fully engage with others and participate in discussions without dropping off. This is an especially important consideration if participants are expected to join outside of normal work hours when they may not be in their office.

Share the same background information with all participants

This may include creating an online version of the agenda and worksheets that will be physically handed out at the meeting. Ideally, share all of the same information and resources with participants before the meeting begins so everyone has the same background information.

Provide clear and easy-to-understand instructions

Tell remote participants how to connect to the meeting to help avoid late joiners.

Clearly identify roles before the meeting, including identifying an in-person remote participant advocate

a graphic of 10 human figures. All are the color black except for one, which is redThis will ensure virtual attendees are fully able to participate. The advocate’s responsibilities should include letting the in-person facilitator know if a remote participant has their hand raised or if they’ve added a comment to the chat. It’s common for discussions to naturally flow among in-person participants. Unless there is careful moderation of remote participantsinvolvement, their contributions may be inadvertently left out. Ankoatry ny, someone should be tasked with handling and responding to any technical or connection issues among remote participants.

Implement a buddy system

Pair a remote participant with an in-person participant before the event begins. Let each individual know who their buddy is before the event begins. Encourage them to exchange information to ensure they have a way to communicate privately with one another during the meeting. This is handy in case the remote participant needs technical support or “in-room” support. Ohatra, the in-person buddy may add a post-it to a brainstorm wall for the remote participant, or perhaps the remote participant needs the in-person participant to repeat what the facilitator said.

Think through each activity

an illuminated light bulb set against a dark backgroundDiscuss how in-person participants will be expected to interact with remote participants during each activity. Ohatra, if you will be hosting breakout rooms, will those participating virtually be in a separate breakout room while in-person participants are in another breakout room? Will the breakouts be mixed?

Create a “run of show” document

Share it with the event staff prior to the meeting. The document should clearly articulate the roles of each individual involved and what needs to happen at what time throughout the event.

During

Ensure that all participants can see one another

  • Remote participants should be able to see the in-person participants. This will likely require an additional camera/laptop set up at the front of the room to allow remote participants to see the in-person attendees. While they may not be able to see their faces, seeing the room will help remote participants fully participate in the meeting and feel included. If this is not possible, the host should share a summary of everyone in attendance (both remotely and in-person) at the beginning of the event.
  • In-person participants should be able to see the remote participants. We recommend having two large screens at the front of the room—one to display the presentation (that will also be screen-shared with the remote participants) and another screen to display the faces of those participating virtually. This will serve as a visual reminder that there are remote participants and make their presence and participation in the meeting more inclusive.

Remind everyone to state their name before speaking

This will help remote and in-person attendees follow the conversation in the event that they cannot see the individual who is speaking.

Remote participants should have the ability to mute and unmute themselves

This will allow them to fully participate in the discussions. na izany aza, the host should also have the ability to mute remote participants if needed.

Use tools that everyone has access to

Ohatra, if you’re doing an interactive brainstorming activity, have everyone use virtual software like Mural or Virtual Post-its in Google slides. This is preferable to having in-person participants use physical Post-its that the remote participants will not be able to read. na izany aza, this means that in-person attendees would also need to have computers available to them.

After

Follow-up with participants

After the session, thank those who joined and share the meeting recording, the slides, and/or a summary recap of what was discussed. If possible, provide a certificate of participation.

Evaluate the meeting

As we all venture into hosting hybrid meetings more often, we recommend taking this opportunity to learn from these events. Circulate a post-meeting evaluation to collect input on what went well and what could be improved for the next hybrid meeting.

Share your lessons learned and tips for hosting a hybrid meeting

A laptop with a blue screen. Dozens of illustrated envelopes scatter from it. We can all learn from these experiences to implement efficient and effective meetings to strengthen our work in family planning and reproductive health.

Want more information on remote facilitation? Diniho ny FP insight collection.

Ados Velez May

Mpanolotsaina ara-teknika ambony, IBP, Fikambanana Iraisam-pirenena Momba ny Fahasalamana

Ados dia mpanolotsaina ara-teknika zokiolona ao amin'ny sekretera IBP Network. Amin'izany andraikitra izany, Ados dia manome fitarihana ara-teknika amin'ny fandraisana anjara amin'ireo fikambanana mpikambana ao amin'ny tambajotra amin'ny olana isan-karazany toy ny fandraketana ireo fomba mahomby amin'ny fandrindram-pianakaviana., fanaparitahana fomba fanao misy fiantraikany lehibe (andilany), ary fitantanana fahalalana. Talohan'ny IBP, Niorina tao Johannesburg i Ados, amin'ny maha mpanolotsaina isam-paritra ao amin'ny Alliance International VIH/SIDA, manohana fikambanana mpikambana maromaro any Afrika Atsimo. Efa tapitra izy 20 traikefa an-taonany amin'ny famolavolana programa momba ny fahasalamam-bahoaka iraisam-pirenena, fanampiana ara-teknika, MANAGEMENT, ary fananganana fahaiza-manao, mifantoka amin'ny VIH/SIDA sy ny Fahasalamana ara-pananahana.

Nandita Thatte

IBP Network Lead, Fikambanambe Iraisam-pirenena momba ny Fahasalamana

Nandita Thatte dia mitarika ny Tambajotran'ny IBP mipetraka ao amin'ny Fikambanana Iraisam-pirenena Momba ny Fahasalamana ao amin'ny Departemantan'ny Fahasalamana ara-pananahana sy Fananahana ary Fikarohana.. Ny portfolio-ny amin'izao fotoana izao dia ahitana ny fametrahana ny andraikitry ny IBP hanohanana ny fampielezana sy ny fampiasana ny fitsabahana sy ny torolàlana mifototra amin'ny porofo., hanamafisana ny fifandraisana misy eo amin'ireo mpiara-miombon'antoka eo amin'ny sehatra IBP sy ireo mpikaroka OMS mba hampahafantarana ny fandaharam-pikarohana fampiharana sy hampiroborobo ny fiaraha-miasa eo amin'ny 80+ Fikambanana mpikambana ao amin'ny IBP. Alohan'ny hidirana amin'ny OMS, Nandita dia mpanolotsaina zokiny ao amin'ny biraon'ny mponina sy ny fahasalaman'ny fananahana ao amin'ny USAID izay namolavolany, nahavita, ary nanombana programa any Afrika Andrefana, Haiti sy Mozambika. Nandita dia manana MPH avy amin'ny Sekoly Johns Hopkins momba ny fahasalamam-bahoaka ary DrPH amin'ny fisorohana sy ny fahasalamam-bahoaka avy amin'ny Sekolin'ny Fahasalamam-bahoaka George Washington University.

Carolin Ekman

Communications and Knowledge Management, IBP Network

Carolin Ekman works for the IBP Network Secretariat, where her main focus is on communications, social media and knowledge management. She has been leading the development of the IBP Community Platform; manages content for the network; and is involved in various projects related to storytelling, strategy and rebranding of IBP. With 12 years across the UN system, NGOs and the private sector, Carolin has a multidisciplinary understanding of SRHR and its wider impact on wellbeing and sustainable development. Her experience spans across external/internal communications; fisoloana vava; public/private partnerships; corporate responsibility; and M&E. Focus areas include family planning; fahasalaman’ny tanora; fitsipika ara-tsosialy; FGM; child marriage; and honour based violence. Carolin holds a MSc in Media Technology/Journalism from the Royal Institute of Technology, Sweden, as well as a MSc in Marketing from Stockholm University, Sweden, and has also studied human rights, development and CSR in Australia and Switzerland.

Anne Ballard Sara, MPH

Senior Program Officer, Johns Hopkins Center for Communication Programs

Anne Ballard Sara dia tompon'andraikitra amin'ny programa II ao amin'ny Johns Hopkins Center for Communication Programs, izay hanohanany hetsika fikarohana momba ny fitantanana fahalalana, programa an-tsaha, ary ny fifandraisana. Ny fiaviany amin'ny fahasalamam-bahoaka dia ahitana ny fifandraisana amin'ny fiovan'ny fitondran-tena, fandrindram-pianakaviana, ny fanomezan-danja ny vehivavy, ary fikarohana. Anne dia mpilatsaka an-tsitrapo ara-pahasalamana tao amin'ny Peace Corps any Guatemala ary manana Master of Public Health avy amin'ny George Washington University.

Sarah V. Harlan

Mpitarika ny ekipa fiaraha-miasa, Fahalalana FAHOMBIAZANA, Johns Hopkins Center for Communication Programs

Sarah V. Harlan, MPH, dia tompon-daka amin'ny fahasalamana ara-pananahana eran-tany sy ny fandrindram-pianakaviana efa ho roapolo taona. Izy no mpitarika ny ekipan'ny fiaraha-miasa amin'ny tetikasa Knowledge SUCCESS ao amin'ny Johns Hopkins Center for Communication Programs. Ny tombontsoany ara-teknika manokana dia ny Population, FAHASALAMANA, ary ny tontolo iainana (PHE) ary fampitomboana ny fidirana amin'ny fomba fanabeazana aizana maharitra kokoa. Izy dia mpiara-manorina ny hetsika fitantarana ny Family Planning Voices (2015-2020) ary mpiara-manoratra amin'ny toro-làlana maromaro, anisan'izany ny Fanorenana Programa Tsara kokoa: Torolalana amin'ny dingana amin'ny fampiasana ny fitantanana fahalalana amin'ny fahasalamana manerantany.

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