खोज्न टाइप गर्नुहोस्

द्रुत पढ्नुहोस् पढ्ने समय: 6 मिनेट

हाइब्रिड अनलाइन र व्यक्तिगत बैठक होस्टिंगका लागि सुझावहरू

मार्चमा 2020 धेरै पेशेवरहरू सहकर्मीहरूसँग भेट्न भर्चुअल समाधानहरूमा बढ्दै गए, COVID-19 महामारीको कारणले. किनकि यो हामीमध्ये धेरैको लागि नयाँ परिवर्तन थियो, the WHO/IBP Network published भर्चुअल जाँदैछ: एक प्रभावकारी भर्चुअल बैठक होस्टिंग को लागी सुझाव.

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. अन्तमा, 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. उदाहरणका लागि, more participants may be available to attend the meeting given there are fewer associated costs, सहित:

  • 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


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. साथै, 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. उदाहरणका लागि, 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. उदाहरणका लागि, 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.


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. यद्यपि, the host should also have the ability to mute remote participants if needed.

Use tools that everyone has access to

उदाहरणका लागि, if you’re doing an interactive brainstorming activity, have everyone use virtual software like भित्ति 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. यद्यपि, this means that in-person attendees would also need to have computers available to them.


Follow-up with participants

सत्र पछि, thank those who joined and share the meeting recording, the slides, and/or a summary recap of what was discussed. सम्भव भएमा, 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? Explore the FP अन्तरदृष्टि संग्रह.

एडोस भेलेज मे

वरिष्ठ प्राविधिक सल्लाहकार, IBP, विश्व स्वास्थ्य संगठन

Ados IBP नेटवर्क सचिवालयमा एक वरिष्ठ प्राविधिक सल्लाहकार हुनुहुन्छ. त्यो भूमिकामा, Ados ले नेटवर्क सदस्य संस्थाहरूलाई परिवार नियोजनमा प्रभावकारी अभ्यासहरू दस्तावेजीकरण गर्ने जस्ता विभिन्न मुद्दाहरूमा संलग्न हुने प्राविधिक नेतृत्व प्रदान गर्दछ।, उच्च प्रभाव अभ्यास को प्रसार (HIPs), र ज्ञान व्यवस्थापन. IBP भन्दा पहिले, Ados जोहानेसबर्ग मा आधारित थियो, अन्तर्राष्ट्रिय एचआईभी/एड्स गठबन्धनको लागि क्षेत्रीय सल्लाहकारको रूपमा, दक्षिणी अफ्रिकाका धेरै सदस्य संस्थाहरूलाई समर्थन गर्दै. उनले सकिसकेका छन् 20 अन्तर्राष्ट्रिय सार्वजनिक स्वास्थ्य कार्यक्रम डिजाइन मा अनुभव को वर्ष, प्राविधिक सहयोग, व्यवस्थापन, र क्षमता निर्माण, एचआईभी/एड्स र प्रजनन स्वास्थ्यमा ध्यान केन्द्रित गर्दै.

नन्दिता थट्टे

IBP नेटवर्क लीड, विश्व स्वास्थ्य संस्था

नन्दिता थट्टे विश्व स्वास्थ्य संगठनमा यौन तथा प्रजनन स्वास्थ्य र अनुसन्धान विभागमा रहेको IBP नेटवर्कको नेतृत्व गर्छिन्।. उनको हालको पोर्टफोलियोमा प्रमाण-आधारित हस्तक्षेप र दिशानिर्देशहरूको प्रसार र प्रयोगलाई समर्थन गर्न IBP को भूमिकालाई संस्थागत गर्ने समावेश छ।, IBP क्षेत्र-आधारित साझेदारहरू र डब्ल्यूएचओ अनुसन्धानकर्ताहरू बीचको सम्बन्धलाई सुदृढ गर्न कार्यान्वयन अनुसन्धान एजेन्डाहरू सूचित गर्न र बीचमा सहयोग बढाउन। 80+ IBP सदस्य संगठनहरू. WHO मा सामेल हुनु अघि, नन्दिता USAID मा जनसंख्या र प्रजनन स्वास्थ्य कार्यालय मा एक वरिष्ठ सल्लाहकार थिइन जहाँ उनले डिजाइन गरे।, व्यवस्थित, र पश्चिम अफ्रिकामा मूल्याङ्कन गरिएका कार्यक्रमहरू, हाइटी र मोजाम्बिक. नन्दिताले जोन्स हप्किन्स स्कूल अफ पब्लिक हेल्थबाट MPH र जर्ज वाशिंगटन विश्वविद्यालय स्कूल अफ पब्लिक हेल्थबाट रोकथाम र सामुदायिक स्वास्थ्यमा डा..

क्यारोलिन एकम्यान

सञ्चार र ज्ञान व्यवस्थापन, आईबीपी नेटवर्क

Carolin Ekman IBP नेटवर्क सचिवालय को लागी काम गर्दछ, जहाँ उनको मुख्य फोकस संचार मा छ, सामाजिक मिडिया र ज्ञान व्यवस्थापन. उनले IBP कम्युनिटी प्लेटफर्मको विकासको नेतृत्व गरिरहेकी छिन्; नेटवर्कको लागि सामग्री व्यवस्थापन गर्दछ; र कथा कथन सम्बन्धी विभिन्न परियोजनाहरूमा संलग्न छ, IBP को रणनीति र रिब्रान्डिङ. संग 12 UN प्रणाली भर वर्षौं, गैरसरकारी संस्था र निजी क्षेत्र, क्यारोलिनसँग SRHR को बहु-अनुशासनात्मक समझ र कल्याण र दिगो विकासमा यसको व्यापक प्रभाव छ।. उनको अनुभव बाह्य/आन्तरिक सञ्चारमा फैलिएको छ; वकालत; सार्वजनिक/निजी साझेदारी; कर्पोरेट जिम्मेवारी; र एम&इ. फोकस क्षेत्रहरूमा परिवार नियोजन समावेश छ; किशोर स्वास्थ्य; सामाजिक मान्यताहरू; FGM; बालविवाह; र सम्मानमा आधारित हिंसा. क्यारोलिनले रोयल इन्स्टिच्युट अफ टेक्नोलोजीबाट मिडिया टेक्नोलोजी/पत्रकारितामा एमएससी गरेका छन्, स्वीडेन, साथै स्टकहोम विश्वविद्यालयबाट मार्केटिङमा एमएससी, स्वीडेन, र मानव अधिकारको अध्ययन पनि गरेको छ, अष्ट्रेलिया र स्विट्जरल्याण्ड मा विकास र CSR.

एनी बलार्ड सारा, MPH

वरिष्ठ कार्यक्रम अधिकारी, जोन्स हप्किन्स सेन्टर फर कम्युनिकेशन प्रोग्राम

एनी बलार्ड सारा जोन्स हप्किन्स सेन्टर फर कम्युनिकेशन प्रोग्राम्समा कार्यक्रम अधिकारी II हुन्।, जहाँ उनले ज्ञान व्यवस्थापन अनुसन्धान गतिविधिहरूलाई समर्थन गर्दछ, क्षेत्र कार्यक्रमहरू, र संचार. सार्वजनिक स्वास्थ्य मा उनको पृष्ठभूमि व्यवहार परिवर्तन संचार समावेश छ, परिवार नियोजन, महिला सशक्तिकरण, र अनुसन्धान. एनीले ग्वाटेमालाको पीस कोर्प्समा स्वास्थ्य स्वयंसेवकको रूपमा सेवा गरिन् र जर्ज वाशिंगटन विश्वविद्यालयबाट सार्वजनिक स्वास्थ्यमा स्नातकोत्तर गरिन्।.

सारा वि. हार्लन

साझेदारी टोली नेतृत्व, ज्ञान सफलता, जोन्स हप्किन्स सेन्टर फर कम्युनिकेशन प्रोग्राम

सारा वि. हार्लन, MPH, लगभग दुई दशकदेखि विश्वव्यापी प्रजनन स्वास्थ्य र परिवार नियोजनको च्याम्पियन रहेको छ. उनी हाल जोन्स हप्किन्स सेन्टर फर कम्युनिकेसन प्रोग्राममा ज्ञान सफलता परियोजनाको लागि साझेदारी टोलीको नेतृत्व छिन्।. उनको विशेष प्राविधिक चासो जनसंख्या समावेश छ, स्वास्थ्य, र वातावरण (PHE) र लामो-अभिनय गर्भनिरोधक विधिहरूमा पहुँच बढाउँदै. उनी परिवार नियोजन आवाज कथा सुनाउने पहलकी सह-संस्थापक हुन् (2015-2020) र FP स्टोरी पोडकास्ट भित्र नेतृत्व गर्दछ. उनी धेरै गाइडहरूको सह-लेखक पनि हुन्, राम्रो कार्यक्रम निर्माण सहित: ग्लोबल हेल्थमा ज्ञान व्यवस्थापन प्रयोग गर्न चरण-दर-चरण गाइड.

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