Hybrid meeting guidance

When deciding the best format for any meeting, you might want to consider the following:

• Content: consider your content and any activities/interaction – making sure that what you want to share and any tasks/activities with those attendees can be accessed by all – whether attending face to face or virtually.

• Cost: The costs of organising meetings, particularly if large ones face to face, should be considered. It is often much cheaper to organise larger meetings in a virtual setting.

• Environment: Consider the size, frequency, and/or how disperse the participants may be needing to travel from to get to a specific meeting location.

• No of participants: Logistically is it much easier to reach larger number of participants for a meeting, like our residents or employees, if it is delivered virtually.

• Professional requirements: Some professions may require greater face to face peer support, challenge and wellbeing support to assist them in their role. E.g. Supporting and safeguarding adults and children

• Inclusion: Consider whether the format of the meeting will give everyone accessibility to join and have a voice

• Networking: The space and time to talk with other participants before/after and during any meeting breaks can be useful. Face to face meetings make it easier, but it is possible to facilitate virtually e.g. icebreakers or activities that encourage connection. 

• Service user needs: When the meeting involves service users, we should always consider their needs and preferences and do our best to meet them in the most appropriate way to ensure a positive outcome, particularly when working with vulnerable residents. 

• Wellbeing: The wellbeing and social interactions of people is an important consideration, and it's useful to consider whether bringing attendees together in the same space would support and aid their personal wellbeing.

• Regulations: Some Council activities are regulated in terms of how a meeting needs to be delivered. It is important to understand who is directly impacted by the regulations, as there may be opportunities for other people to join virtually e.g. SMEs, public, support.

Types of meetings

Information giving meeting

If the main purpose of your meeting is to provide information to your audience, a virtual meeting can be an effective delivery method. 

Examples of when face-to-face alternatives should be considered are when the information is complex or sensitive.

If the meeting is to take place face to face, there may be elements within the meeting that could be delivered virtually (eg expert input at certain points) and as such hybrid formats should be still be explored.

Collaborative or creative work meeting

It is possible to collaborate and/or undertake creative work together using virtual tools.

However, for complex topics, when the solution is not clear or when it is necessary to have a long working session, a face to face meeting may be more appropriate.​

Decision making meeting

For decision making meetings, it's important for the organiser to consider in advance of the meeting how decisions will be made, who needs to make them, and whether the decision maker/s are attending virtually or in-person.

Regular or recurring meeting

It is recommended that regular or reoccurring meetings with your team or close colleagues should be delivered virtually.

Exceptions should be when there is need to discuss a complex piece of work or issue.

There may be occasions when there will be a requirement to bring people together for social interaction e.g. team building. These should be set up separately to reoccurring meetings.​