Exploring the Factors Influencing Participation and Involvement in Hybrid Meetings

Topic

In an era marked by digital transformation and the enduring impacts of the COVID-19 pandemic, hybrid meetings – which include on-site and online participants – have become a cornerstone of modern work culture. This thesis focuses specifically on hybrid meetings involving 6-10 participants within collaborative team environments. With various studies reporting a lack of affiliation or even bias against remote participants, there is a clear need to understand and address the factors influencing participation and engagement. This study contributes to the literature on hybrid meeting facilitation by identifying and examining these pivotal factors.

Relevance

In today's evolving digital landscape, understanding how to manage hybrid meetings effectively is essential for organizations. This research provides invaluable insights into the factors influencing participation and involvement in such meetings, a topic of immediate relevance for practitioners. The findings equip businesses to navigate the challenges of hybrid work better, refining their strategies to create more inclusive and engaging meeting environment. Consequently, the implications of this study extend to the enhancement of team collaboration, productivity, and overall business performance, making this research an indispensable guide for organizations adapting to the new normal of work.

Results

The research identifies key factors influencing participation and involvement in hybrid meetings, including meeting design challenges, skilled facilitation, and complex group dynamics. It offers a comprehensive overview of these factors by thoroughly examining expert interviews. Organizations may establish a more inclusive and collaborative environment by recognizing and addressing these characteristics, improving their hybrid meetings' success.

Implications for Practitioners

• Meeting Design & Tech Preparation: Create separate agendas for on-site and remote participants. Use a double facilitator system (one for on-site, one for remote). Invest in high-quality audio-visual tech and provide training on these tools.
• Inclusive Participation: Use tools like Miro boards or polls to engage all participants. Establish meeting protocols that encourage equal speaking opportunities (e.g., 'hand-raising' system, 'round-robin' speaking).
• Foster an Inclusive Culture: Encourage pre/post-meeting casual interactions in both physical and digital locations. Organize team-building activities or virtual coffee breaks to nurture camaraderie.
• Address Skill Gaps: Provide technical training and establish a quickly accessible help-desk during meetings. Distribute user-friendly instructions or video tutorials before the meeting.
• Facilitation & Feedback: Facilitators should be trained in managing both on-site and remote attendees. Implement post-meeting surveys for continuous improvement of hybrid meetings.

Methods

The study utilized the Grounded Theory Method, a qualitative research approach that offers a systematic process to generate a theory grounded in the data collected. To gather valuable insights, semi-structured interviews were conducted with experts knowledgeable in facilitation techniques and adept in navigating new work environment. The thematic analysis of the interview data helped distill crucial factors (themes) impacting participation and involvement in hybrid meetings. This rigorous methodology offered an in-depth understanding of the subject matter and catered to a comprehensive exploration of diverse perspectives on hybrid meeting dynamics. It consequently enabled the development of grounded, practical recommendations to enhance engagement and involvement in such meetings.