We have all grown used to meeting virtually, and while there is no denying the convenience of online meetings, many have missed the opportunities that face-to-face meetings offer. With this in mind, hybrid meetings are now being incorporated into many meeting diaries. This is going beyond the weekly Teams or Zoom catch-up with the team, and instead adapting committee meetings or even AGMs to a hybrid format. Hybrid meetings can be done in a variety of ways, but the key element lies in establishing a physical hub for the meeting and allowing other meeting members to join virtually and voice their contributions. As with larger hybrid events, the decision to host a hybrid meeting should factor in the format’s unique advantages and disadvantages and how these relate to your organisation’s needs.
The primary advantage of hybrid meetings is their greater adaptability to accommodate the demands of multiple individuals’ schedules and personal needs. Fitwise operates primarily on behalf of healthcare associations, providing conference organisation services as well as general day-to-day secretariat and association management services.
Comprised of healthcare professionals, the executive and general members of these associations are spread across the country and have greatly varying professional and personal commitments. Being able to join from anywhere means that individuals can focus on the content of the meeting rather than the logistics of how they will be able to attend.
There are not just the savings of time to consider, but financial savings as well, as travel expenses will not need to be reimbursed for virtual attendees. Additionally, hybrid meetings are more environmentally friendly as they eliminate the carbon emissions caused by attendees’ motor, rail, or air travel to the meeting. In fact, health and care services account for 5% of England’s carbon footprint, a figure reflected in other Nations across the world.
Another advantage of hybrid meetings is enabling those who previously would not have applied due to home life commitments, lack of workplace support, or limitations imposed by a disability to apply to these committees and meetings. Expanding the pool of talent that your organisation can draw from by removing barriers to entry can prove to be a huge boon for its growth and development.
However, all of this isn’t to say that hybrid meetings do not come with potential drawbacks. Being dependent on a stable Wi-Fi connection, reliable hardware, and third-party software means that should one of these fail, the whole meeting could be disrupted as a result. They also require a bit of technological savvy to operate, but following the restrictions imposed on us by COVID-19, most of us are adept at using Zoom, Teams, and other video conferencing software.
The decision to incorporate hybrid meetings should depend on the unique needs and operating procedures of each organisation. The Fitwise Client Support Services department are well-versed in managing the busy meeting schedules and agendas of our clients, and we regularly organise hybrid meetings for associations such as the ACA, BAUN, BIA, and IPS. For more information about how Fitwise could help optimise the day-to-day of your association or organisation, contact info@fitwise.co.uk.
