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Run Better Meetings

Hybrid, virtual, or in person – set meeting best practices that support your desired meeting norms.

Your newly hybrid workplace will include virtual, hybrid, and physical meetings, presenting several challenges:

  • The experience for onsite and remote attendees is not equal.
  • Employees are experiencing meeting and video fatigue.
  • Meeting rooms are not optimized for hybrid meetings.
  • The fact is that many people have not successfully run hybrid meetings before.

Our Advice

Critical Insight

  • Successful hybrid workplace plans must include planning around hybrid meetings. Seamless hybrid meetings are the result of thoughtful planning and documented best practices.

Impact and Result

  • Identify your current state and the root cause of unsatisfactory meetings.
  • Review and identify meetings best practices around meeting roles, delivery models, and training.
  • Improve the technology that supports meetings.
  • Use Info-Tech’s quick checklists and decision flowchart to accelerate meeting planning and cover your bases.

Run Better Meetings Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should run better meetings, review Info-Tech’s methodology, and understand the ways we can support you in completing this project.

1. Identify the current state of meetings

Understand the problem before you try to fix it. Before you can improve meetings, you need to understand what your norms and challenges currently are.

2. Publish best practices for how meetings should run

Document meeting roles, expectations, and how meetings should run. Decide what kind of meeting delivery model to use and develop a training program.

3. Improve meeting technology

Always be consulting with users: early in the process to set a benchmark, during and after every meeting to address immediate concerns, and quarterly to identify trends and deeper issues.


Onsite Workshop: Run Better Meetings

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Identify Current State of Meetings

The Purpose

  • Understand the current state of meetings in your organization.

Key Benefits Achieved

  • What you need to keep doing and what you need to change

Activities

Outputs

1.1

Brainstorm meeting types.

  • Documented challenges with meetings
1.2

Document meeting norms.

  • Meeting norms
1.3

Document and categorize meeting challenges.

  • Desired changes to meeting norms

Module 2: Review and Identify Best Practices

The Purpose

  • Review and implement meeting best practices.

Key Benefits Achieved

  • Defined meeting best practices for your organization

Activities

Outputs

2.1

Document meeting roles and expectations.

  • Meeting roles and expectations
2.2

Review common meeting challenges and identify best practices.

  • List of meeting best practices
2.3

Document when to use a hybrid meeting, virtual meeting, or an in-person meeting.

  • Guidelines to help workers choose between a hybrid, virtual, or in-person meeting
2.4

Develop a training program.

  • Training plan for meetings

Module 3: Improve Meeting Technology

The Purpose

  • Identify opportunities to improve meeting technology.

Key Benefits Achieved

  • A strategy for improving the underlying technologies and meeting spaces

Activities

Outputs

3.1

Empower virtual meeting attendees.

3.2

Optimize spaces for hybrid meetings.

  • Desired improvements to meeting rooms and meeting technology
3.3

Build a team of meeting champions.

  • Charter for the team of meeting champions
3.4

Iterate to build and improve meeting technology.

3.5

Guide users toward each technology.

  • Communications Guide Poster

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

Need Extra Help?
Try Our Guided Implementations

Get the help you need in this 3-phase advisory process. You'll receive 7 touchpoints with our researchers, all included in your membership.

Guided Implementation #1 - Identify the current state of meetings at your organization
  • Call #1 - Scope requirements, objectives, and your specific challenges.
  • Call #2 - Identify meeting norms to change.

Guided Implementation #2 - Publish best practices for how meetings should run
  • Call #1 - Document meeting roles and expectations.
  • Call #2 - Review common meeting challenges and document best practices.

Guided Implementation #3 - Improve meeting technology
  • Call #1 - Identify opportunities to improve virtual, in-person, and hybrid meetings.
  • Call #2 - Develop a team of meetings champions.
  • Call #3 - Build documentation to help users choose the right communication tool.

Author(s)

Ken Weston

Emily Sugerman

Contributors

  • Danny Torchia, VP Technology Platforms & Operations, Walmart Canada
  • Rene Washburn, IT Director, Collaboration Services, Zebra Technologies
  • Brad Wells, IT Solutions Architect, London Police Service
  • Six anonymous contributors
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