Hosting a hybrid meeting with Miro using an interactive display

What is a hybrid meeting?

• A hybrid meeting is a meeting in which some participants are gathered together in person while other participants join remotely via a conference call
• Hybrid meetings are becoming the norm - more and more companies are starting to return to the office while many employees are choosing to continue working remotely
• Hybrid meetings are a great way to ensure inclusivity and engagement for all team members, no matter how they are participating. With this new way of working, there will be challenges with the way meetings are set up and set up and facilitated. Here are a few things to keep in mind in order to create the best experience possible for your team

Host a hybrid meeting with Miro using an interactive display

Before the meeting

• Consider timezones and locations when scheduling a meeting with various remote and co-located teammates, choosing an optimal time for everyone to meet
• If you are working from an office, choose the right meeting space that will accommodate the in-person participants and has the right technology setup (fast wifi, interactive displays, video screens, cameras, high-quality microphones). Check out our guide for choosing the right type of display to use with Miro for your meeting
• Make sure that the camera and microphone are in the most optimal location so that the remote participants can see and hear everyone in the room (and vice versa)
• Identify the goals of the meeting, the audience, and the setup (how many team members will be joining in-person vs remote)
• Try not to host meetings that are too long as to reduce burnout and meeting fatigue - especially for remote participants, who are looking at a video screen for the majority of the day
• Manage your attendee list carefully - make sure to only invite those who are required to be part of the meeting, so as to not waste their time. Mark other attendees as optional
• Before the meeting, make sure to send out the agenda, a link to the Miro board, as well as any video conferencing link (Zoom, Microsoft Teams, etc.) that will allow participants to join the meeting easily
• For easier setup, it is recommended that participants pre-install the Miro Mobile, Tablet, or Desktop app on their personal devices. This will allow them to launch a Miro board easily during the meeting. Participants are not limited to a laptop and can use any device to access the Miro board during a meeting, whether it’s a mobile phone or tablet
• Test the meeting setup in advance to ensure the experience is optimal for all participants
  
  

Setting some ground rules

• If this is your first time conducting a hybrid meeting, set clear norms and expectations of each participant. Some examples of hybrid meeting ‘ground rules’ you could implement with your team:
• All documentation should happen online-first (no loose notes or writing on a physical whiteboard)
• All conversations, discussions, brainstorming, and decision making should happen while the video/conference call is still on
• No side conversations allowed between the in-person participants during the meeting
• Allow enough space and time for the remote participants to contribute to the conversation
• Think “remote-first” when sharing information. Make sure that all important points are documented on the Miro board, so they can be accessible for remote participants as well as those who are not present, after the meeting
• Share documentation (board links, specific frames, etc.) before, during, and after the meeting to make sure every participant has access to the same information
  
  

Setting up Miro on a display

• If you are in a conference room with a display, make sure that the device is one of the following in order to launch Miro:
  • Windows 10-based display with a supported Microsoft Edge browser (version 85 and above) or Google Chrome browser (version 85 and above)
  • A Cisco Webex Board
  • If you are using a Cisco Webex Board, there are two ways you can set up the Miro app - directly from Control Hub or within the UI Extensions editor
• Launch Miro by visiting miro.com/login in the browser or install the Miro app from the Microsoft App Store for all Windows 10-based devices (except Surface Hubs)
• If you are using a Surface Hub device, you can launch Miro in the latest Microsoft Edge browser (version 85 and above) by visiting miro.com/login
• Once you launch Miro, log in using your credentials. You can also use our new Quick sign-in feature to log in faster
• Once the Miro board is projected on the screen, you can go ahead and start the meeting
• If you are also using a video conferencing platform for your meeting, make sure you launch this as well as Miro

Managing participation and discussion

• Make sure to start the meeting promptly on time and join the video conference via the display so that the remote participants are not left sitting in an empty video chat
• Use digital meeting tools, such as Miro by default. Instead of brainstorming with sticky notes, create them in Miro. Instead of taking handwritten meeting notes, record the outcomes of the session in Miro so everyone can have access to them asynchronously
• Recommend that the in-person participants pay attention to the main board in front of the room instead of their personal devices. This will ensure that everyone is looking at the same content and promote meeting inclusivity
• Start the meeting with an ice breaker to get the conversation started and get newbies familiarized with Miro
• Facilitate the conversation so that it is inclusive of the remote participants. Allow teammates to raise hands when speaking up or call on someone that hasn’t contributed in a while to get them involved in the discussion
• Use Miro’s dot voting feature to get everyone engaged during the conversation, either on their personal devices (mobile, tablet) or on the interactive display directly
• Use Miro’s Attention Management features, such as bring everyone to me. If an in-person participant is explaining an idea on an interactive display, they can tap bring everyone to me to make sure that remote team members are seeing the right part of the board and are ready to collaborate and follow the discussion
  
  

Steps to take after the meeting

• Make sure to log out of your personal Miro profile on the interactive display to allow the next user to be able to sign in and protect your profile data
• Send meeting notes, Miro board links and any other documentation to all participants to ensure everyone is on the same page and has access to all the information
• Follow up with participants to get feedback about their experience in a hybrid meeting and understand if anything needs to be improved for the next time