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Contact UsHybrid Meeting Resources
This page hosts resources for running Teams meetings for a hybrid on-campus/remote audience. It will be updated as additional content is developed, so please check back regularly. This information is part of the University's Safe Return to Campus initiative.
Learn about the Safe Return to Campus initiative
Hybrid Meeting Best Practices
- Continue to schedule Teams meeting sessions for ALL meetings. Even if all attendees are expected to be in the meeting space, scheduling a Teams meeting ensures anyone who can’t be there in person can still attend.
- Identify at least one person in the meeting to assist with virtual attendees by:
- having their computer open;
- watching for chat messages, raised hands, and shared mics from virtual attendees; and
- sharing audio to the room when a virtual attendee wants to speak.
- Encourage participants to be familiar with virtual meeting etiquette guidelines.
- Test any technology you intend to use during the meeting beforehand, and start the meeting early to allow virtual attendees time to join and test their own technology.
- If you intend to use or share any documents during the meeting, share them in advance as part of the event so virtual attendees can access that information and follow along.
- Encourage any meeting participants who intend to present via screen sharing to share their content in advance. Virtual attendees with weak or unstable connections may have a more difficult time sharing their screens, especially in larger meetings.
- If you share videos during a meeting, share links to that content via YuJa or YouTube so attendees can view that content separately from the meeting recording.
- Virtual attendees may not be able to view video content or shared screens during the meeting. If your meeting will have a lot of visual content from a camera, consider recording the meeting to make that content available.
- Use best judgement when deciding whether or not to record meetings. You may only wish to record certain portions of meetings; long recordings may be difficult for attendees to revisit without guidance.
- Be flexible and resourceful if something doesn’t go as planned; mistakes and technical errors happen, but they don’t have to prevent you from having a successful meeting.