The future of hybrid work meetings

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  today's presentation topic is on the future of hybrid work

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  meetings. Let's get right into it.

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  A global workforce survey by dimensional research sponsored by Cisco

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  Webex from October of 2020 reported that 98% of meetings

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  now have at least one remote, attendee.

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  98%. So how do we think that meetings will change

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  or evolve as more organizations adopt a Harvard work model?

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  While meetings will evolve like people to utilize various technology

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  and apps to encourage collaboration and participation during hybrid work

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  meetings. To minimize the advantage imbalance between individuals attending in

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  person versus people dialing in.

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  People will get better at presenting and engaging over video

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  and companies will adapt management training to make sure all

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  team members feel seen and heard, whether they're in the

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  room or remote.

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  Mhm. Another major way that the world will adapt to

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  the hybrid work model is that video and audio technology

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  will keep evolving for better quality.

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  We'll talk a little bit more about this later.

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  How have you seen attitudes towards video change over the

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  past year?

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  In the last year when in person meetings were not

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  recommended? We saw a huge rise in people using video

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  to connect high risk individuals use video to still see

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  their grandchildren and read them bedtime stories.

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  People held virtual happy hours, weddings and funerals alike.

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  Use video to allow friends and family to still be

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  there for each other.

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  Somewhere along the way, video became our normal for social

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  interactions, both personal and professional.

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  Many industries that didn't need to use video before had

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  to adapt a virtual model to be able to carry

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  on from teachers, musicians to sign language interpreters to NBA

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  reporters and many more.

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  A study from CB Insights published January of 2021 mentioned

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  healthcare, finance, gaming, virtual events and customer service as just

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  a few major industries that have been forever changed by

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  the rise of video and remote work.

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  One of the coolest use cases we've seen using our

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  app camo, which allows people to use their iphones as

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  a high quality webcam is from johN Q.

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  B. Department of cell Biology at S.

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  U. N.

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  Y. Downstate Medical Center.

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  He posted a twitter thread describing how they adopted video

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  into their process for teaching med school neuro anatomy labs.

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  He emphasized the importance of high quality video and the

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  ability to pan and zoom in order to be able

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  to show the fine details of the brain in different

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  angles over a video call.

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  Check out this screenshot of a zoomed in dissection from

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  one of their sessions.

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  The live video broadcast, facilitated by camo, allowed them to

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  capture the interaction experience of an in person lab.

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  Pretty cool to hear that technology and Iraq was able

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  to contribute to this.

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  So what are some of the best practices for keeping

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  people attentive during meetings?

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  The first one is to have good meeting hygiene or

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  organizational protocols in place, utilize apps like google docs or

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  notion to share meeting agendas and to send notes.

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  54% of executives and managers in the Global Workforce Survey

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  stated that having a digital assistant to take notes and

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  capture action items would drastically improve the remote meeting experience.

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  It keeps people focused on and thinking about what's being

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  discussed rather than just writing down what they're hearing.

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  I know I've personally spent so many meetings feeling like

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  I have to just be taking notes the whole time

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  on everything being said and that definitely took away my

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  ability to actively participate in the conversation.

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  It's worth considering delegating this role to someone specific or

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  recording the meeting so someone can send out notes later.

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  Another important thing to keep in mind for your virtual

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  or hybrid meetings is audio quality looks are important for

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  visual impressions, but audio quality is often overlooked or not

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  thought about until last minute.

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  The major takeaway from a study done by Norbert Schwarz

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  of USC was that when audio quality is high versus

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  low, people judge the content as better and more important.

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  They also judge the speaker as more intelligent, competent and

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  likable. A write up by the Harvard business review from

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  june of this year also echoes the importance of having

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  good audio quality.

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  So audio quality is important.

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  But how do I get it?

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  Well, a quick search of best mix for video calls

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  will pop up with many articles reviewing mix on quality,

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  price compatibility, ease of use and other features.

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  With all the research on mike's already done, companies can

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  easily find the mic that best fits their budget and

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  functionality to improve the audio quality of their meetings.

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  This is a screenshot from Youtube.

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  I just typed in best mix for videoconferencing and all

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  these videos popped up of people reviewing mix.

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  All the work is already done for you.

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  How do you encourage more active participation from attendees versus

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  passive listening?

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  This is where management training comes largely into play.

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  Knowing your employees is very important, you have to find

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  ways to acquire quality input and participation from them rather

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  than filler responses or participation.

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  For participation sake, it could be more productive to ask

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  questions in a way that doesn't pressure people to give

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  a response on the spot.

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  For example, bring up questions that require critical thinking during

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  the meeting but state that you want your employees to

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  take the time to digest the question and really think

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  before formulating an answer.

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  These questions should be documented in meeting notes as action

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  items so employees can easily find them later rather than

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  just rushing to fill the silence during a meeting.

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  Another way to encourage more active participation is to follow

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  up with your team members individually after meetings, especially with

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  the ones that are less outspoken.

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  Making this practice into a habit will not only let

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  each of your team members know that you value their

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  input and their thoughts, but it will make them less

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  likely to just listen passively.

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  The last major point to keep in mind is to

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  find the balance of not over doing meetings.

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  Stanford researchers published a study earlier this year that showed

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  video and zoom fatigue to be very real.

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  When our video meetings actually necessary.

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  Can some be audio only.

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  Can some be done via asynchronous collaboration?

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  The answer is likely yes.

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  Ask yourself these questions before calling a meeting every single

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  time to make sure you're not overwhelming yourself and your

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  employees with zoom calls.

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  Our last question for this presentation is what hardware and

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  or software are you using to make most of a

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  hybrid work environment?

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  The first one is camo by re incubate.

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  It's an app that allows users to use their mobile

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  phones as a high quality webcam.

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  The app is easy to use and takes less than

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  five minutes to set up.

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  I know because I shot how to video for setting

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  up camo earlier this week, no drivers to download, no

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  special cables, just the charging cable that you already have.

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  We also use Prezi which allows users to present slide

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  shows in a very more personal way by keeping their

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  face on the screen as they present as opposed to

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  traditional power points that just have slides, it creates a

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  much more personal presentation experience for both parties.

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  In summary, Hybrid work is here to stay and there

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  are many tools and apps already out there to facilitate

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  better meeting experiences.

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  And while we live in a world of fast moving

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  technology, don't forget to take care of the human side

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  of things, ask your team members for feedback and really

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  listen to what they have to say.

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  Let's all keep working hard to improve our hybrid and

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  remote meeting experiences.

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  Thank you so much for watching.