Town halls are key for bosses and workers to chat openly. They used to be face-to-face, but now with remote work, we’ve got hybrid setups. These mix people in the room with those online, so everyone feels included, no matter where they are.
How do you pull off a hybrid town hall that’s good and doesn’t waste time? This guide gives you the lowdown, from planning to what you do after the meeting, so your hybrid town hall works.
So, Hybrid Town Halls—What’s The Deal?
A hybrid town hall meeting is basically where you have some people in a room together and others joining online. It’s a way to get everyone involved, no matter where they are. Tech helps bring everyone together so that people in the room and those online can all hear the same things.
Why Bother With Hybrid Town Halls?
There are actually some good reasons to do these:
- More people can join: If people don’t have to travel, it’s way easier for them to be there.
- It’s flexible: People can choose to come in person or join from home.
- Keeps people interested: With stuff like live Q&A, polls, and breakout rooms, it’s easier to get involved.
- Saves cash: You spend less on travel and renting big spaces, plus you can reach way more people.
What can go wrong, and how do you fix it?
Okay, so it’s not always perfect. Here are some problems you could run into:
- Tech problems: Bad internet, sound issues, and video messing up can make it hard to understand each other.
What to do: Test everything beforehand. Seriously, test it all.
- People tuning out: If you’re online, it’s easy to feel like you’re not there.
What to do: Use those interactive tools to keep remote people interested.
- Speakers forgetting about the online crowd: Sometimes the person talking only focuses on the people in the room.
What to do: Remind speakers to talk to everyone, not just the ones in front of them.
Planning Your Hybrid Town Hall Meeting
Okay, here’s how to plan a hybrid town hall meeting that people will enjoy:
Step 1: Figure Out What You Want To Achieve
Before you do anything, decide what the point of the meeting is. Usual goals are:
- Sharing what’s new with the company and where it’s going.
- Giving props to employees who’ve done great work.
- Talking about workers’ questions or worries.
- Getting leaders to talk with everyone.
Step 2: Pick The Right Tech
The right tech makes the whole thing go smoothly. Think about using:
- Video meeting tools: Like Dreamcast, Microsoft Teams, or Google Meet.
- Live streaming: Such as Dreamcast, YouTube Live, or Webex.
- Ways to get people involved: Slido, Mentimeter, or Kahoot for polls and questions.
Step 3: Find A Good Place
Your location needs to work well for both people in the room and those online. Keep these things in mind:
- Fast internet: You don’t want any glitches.
- Good A/V: Solid mics, cameras, and screens so everyone can see and hear.
- Comfy seats: Set up the seating to keep people focused.
How To Make Your Hybrid Town Hall Fun
1. Have A Good Plan
A solid plan keeps everyone interested, whether they’re in the room or online. Here’s what to include:
- Start with a welcome: Say hi to everyone.
- Company news: Talk about important updates and what the company’s trying to do.
- Shout-outs: Give props to people who’ve done great work.
- Fun stuff: Q&A, polls, and open chats.
- Wrap-up: Go over the main points and what’s next.
2. Keep Everyone Talking
Don’t let online folks feel like they’re missing out:
- Do live polls: Ask questions people can answer right away.
- Have Q&A: Let people ask questions before or during the meeting.
- Do breakout groups: Small chats help people work together.
3. Get Speakers Ready
Good talking is super important in a hybrid town hall. Make sure speakers:
- Talk to everyone: Look at the camera and the people in the room.
- Speak up: Use mics and speak clearly.
- Use visuals: Show slides, charts, and clips to help people understand.
Tech Tips For Awesome Hybrid Town Halls
1. Test Your Gear Beforehand
A smooth hybrid town hall needs working tech. So, test everything before the big day:
- Audio & Video: Check that the mics, cameras, and speakers all work like they should.
- Internet: Get a fast, reliable internet connection so you don’t have buffering or connection drops.
- Do a practice run: Act out the whole meeting beforehand. Use presenters, tech people, and moderators to find and fix any problems ahead of time.
- Have backups: Keep extra mics, a backup internet option, and another computer ready if something goes wrong.
2. Make It Look And Sound Great
Good audio and video help everyone, whether they’re there or watching online, stay interested and pay attention:
- Use more than one camera: Set up cameras to get speakers, the audience, and anything that’s being presented.
- Get good mics: Use lapel mics or directional mics to cut out background noise and make sure remote folks can hear clearly.
- Share your screen: Show slides, docs, and videos live to keep online viewers in the loop.
- Adjust the lights: Make sure the lights are good on the speakers and the audience, so the video looks clear.
3. Keep The Meeting Moving
A good hybrid town hall needs clear roles and a plan:
- Moderator: This person introduces speakers, keeps things moving, and sticks to the schedule.
- Tech support: Have people ready to fix any tech problems with connections, audio, or video, fast.
- Helpers: Get people involved whether they’re in the room or online. They can run Q&As, get people talking, and keep an eye on chat discussions.
- Captions and transcripts: Give real-time captions and meeting transcripts to make sure everyone can follow along.
- Record the meeting: Let workers who couldn’t make it watch later.
If you get your tech ready and know who’s doing what, your hybrid town hall should go off without any problems. Everyone should have a good experience.
Post-Meeting Follow-Up And Feedback
1. Recording and sharing the meeting- Make the meeting accessible for those who couldn’t attend by:
- Uploading recordings: Share via the company intranet or email.
- Providing meeting minutes: Summarize key points for easy reference.
2. Gathering feedback from participants- Feedback helps improve future hybrid town hall meetings. Methods include:
- Surveys: Ask attendees about their experience and areas of improvement.
- Live polling: Collect immediate feedback post-meeting.
- One-on-one discussions: Seek insights from key stakeholders.
To Wrap It Up
A good hybrid town hall can help everyone talk openly, get more involved, and build a stronger company culture. With some good planning, the right tech, and making sure everyone feels included, companies can run smooth meetings that keep leaders and employees connected, no matter where they’re working.
So, now that you have some ideas on how to run these meetings well, why not try them out and shake up your company meetings?
Want more ideas on getting employees involved? Tell us what you’re thinking!
