Effective and inclusive hybrid meetings
Organising effective and inclusive hybrid meetings is important to help you and your team stay productive and connected. This one-pager provides tips for organising effective and inclusive hybrid meetings, and although the tips are specific to hybrid and online meetings, they can also be applied to almost any meeting. Best of all, the tips are easy to apply.

With a few good habits, we can all start making hybrid meetings better today. So it's your job to engage with your colleagues and learn how you can help make hybrid meetings more inclusive and effective!

This one-pager is the result of a collaboration between Digital Workplace and Ditox. A lot of information from the learning week webinar 'Effective hybrid meetings' was also used.


  1. Think about what you want to discuss (purpose) and with whom. Consider whether this really needs to take the form of a meeting or whether it could perhaps be done differently (e.g. a chat, post or e-mail).
  2. Check the diary and plan the meeting in Outlook; remember to take account of other people's diary commitments.
  3. Carefully consider what you need to do and choose between a physical, virtual or hybrid meeting; allocate the amount of time you think you will need. Make sure your meetings last no more than 25 – 55 mins.
  4. Everyone must be able to fully prepare themselves to take part, so please include in the invitation:
    The aim of the consultation
    What preparations you expect the invitees to make
    An agenda or topic
    A link to a Microsoft Teams meeting and/or meeting location
    Start by putting forward questions in an MS Teams site, share and upload related documents (preferably via a link)
  5. Say no to the meeting if you feel there's nothing you can contribute.
  1. Start the meeting on time and make it hybrid by clicking on the MS Teams links in the invitation.
  2. Turn on your camera and sound.
  3. We work with a chairman/facilitator who ensures that all online and offline attendees are given an equal hearing.
  4. You can use screen sharing* to share your presentation.
  5. Use OneNote or Planner for taking notes/ minutes.
  6. Avoid having individual conversations with colleagues in the meeting room.
  7. If some colleagues are participating online, consider whether everyone should so to create a level playing field. Alternatively, start the meeting with a promise to fully include the online participants.
  8. Make sure that everyone - both in the room and online - is visible. Tip: all those in the meeting room can also log in individually and switch on their camera.
  9. Opt for a V or semi-circular seating arrangement so that everyone can easily be seen and heard.
  10. If you want to share a presentation in a meeting room, open PowerPoint on your laptop as a slideshow and share your window in Teams. Don’t use the “share a PowerPoint option” in Teams. If you want to have a presenter view, expand your screen to get the presenter view on your laptop.
  11. If there is a whiteboard in the room, do not use it if you cannot zoom in on it since online participants will be unable to read it. You can however use the digital Microsoft whiteboard application. The disadvantage of this is that you then cannot see the online participants on-screen.
  12. Use the fn+F8 key to expand or duplicate your screen, or to use only your second/laptop screen.
*In a hybrid (or physical) meeting, you will also share the presentation/Teams via the screen in the room.
Share notes, documents and/or action points via MS Teams or OneNote. Try to share links to documents rather than the documents themselves.
Be aware of who is taking part in the meeting before sharing information.
Make sure you don't have any sensitive information open when you share your screen.
Make sure that no unauthorised persons can hear your team calls.



You can find more information through
Abby or on the MyIT portal:
AV Resources Start Page.