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The hybrid work model took the world by storm starting in 2020 and its popularity continued to grow over the following three years. A Gallup survey published in June of 2022 found that 8 in 10 people are working hybrid or remote schedules, while only 2 in 10 work exclusively on-site.
While companies like Zoom and Slack have helped hybrid workers bridge the gap between on-site and remote working, not everything can be done from home. Socializing and professional networking are critical components of employee satisfaction and team productivity.
So, what do you as a manager need to do to organize a productive in-person meeting for your hybrid or distributed team? We’ve got the answers!
OUTLINE YOUR AGENDA
To ensure the purpose of your meeting is clear to everyone attending, you should prepare an agenda well in advance. State your objectives, provide any project updates, proactively consider any potential roadblocks or questions your team may have, and start making a list of action items.
If you are reviewing reports, be sure to have those prepared ahead of time. You’ll use this agenda and any reports as guidelines to keep your meeting on track. The last thing you want is someone accusing you of setting up a meeting that could have been an email!
SECURE A TIME AND PLACE
In-person meetings are pointless if your key employees are unavailable. Consider your team’s hybrid working schedules before you set a meeting time. This way, you avoid having to catch them up after the fact by securing a time and place that works for everyone involved. This also communicates your respect for their time.
It’s best practice to attach your meeting agenda to an all-team email prior to the meeting. You may also want to send out an e-calendar invite to all participants. Be sure to include the time and place in your invite, so there is no confusion on the day of your meeting.
Okay, you’ve got a time, but now you’re stumped on where to host your meeting. Consider renting a meeting room at an e|spaces location near you!
RENT A MEETING ROOM
Whether you manage a team of five or a team of 50, you need to find a space that can comfortably accommodate them. After all, great work requires a great workspace. If you don’t already have an office space available, you should consider renting one!
At e|spaces, you have the option to choose from meeting rooms of various layouts that can comfortably accommodate up to 75 people. All our meeting rooms come equipped with the latest technology, including flat-screen TVs with Apple AirPlay, audio and visual cables, a conference phone, glass whiteboard and fast, reliable WiFi. You can reserve our meeting rooms by the hour or by the day, whichever best fits your team’s schedule.
Since we’re centrally located, you can enjoy a plethora of restaurants and coffee shops within walking distance. Just ask your friendly and knowledgeable Location Manager for their recommendations!
You can check out our available meeting rooms for rent here.
MEET WITH YOUR TEAM
The time has finally come! It’s your chance to meet in-person with your hybrid team and tackle all of the talking points on your agenda.
Try to keep your meeting to the previously agreed upon timeframe, if you require another meeting to be set in the future, take a few minutes at the end to discuss potential days and times that work best for everyone.
By now, your agenda should be marked with new ideas, questions to ponder, and actionable steps for the week ahead.