{"id":772747,"date":"2021-09-09T07:31:02","date_gmt":"2021-09-09T14:31:02","guid":{"rendered":"https:\/\/www.microsoft.com\/en-us\/research\/?post_type=msr-blog-post&#038;p=772747"},"modified":"2021-11-10T16:09:25","modified_gmt":"2021-11-11T00:09:25","slug":"hybrid-meetings-guide","status":"publish","type":"msr-blog-post","link":"https:\/\/www.microsoft.com\/en-us\/research\/articles\/hybrid-meetings-guide\/","title":{"rendered":"Hybrid meetings guide"},"content":{"rendered":"<p><em>By <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/people\/serintel\/\">Sean Rintel<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/people\/asellen\/\">Abigail Sellen<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/people\/sojaffe\/\">Sonia Jaffe<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/people\/brhecht\/\">Brent Hecht<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, John Tang, <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/people\/kori\/\">Kori Inkpen<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, and <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/people\/bibuxton\/\">Bill Buxton<span class=\"sr-only\"> (opens in new tab)<\/span><\/a><\/em><\/p>\n<p><strong>Hybrid meetings<\/strong> \u2013 meetings in which there is a mix of remote and in-person participants \u2013 aren\u2019t a new phenomenon. Microsoft&#8217;s approach to hybrid meetings is informed by <a title=\"https:\/\/www.microsoft.com\/en-us\/research\/project\/the-new-future-of-work\/#!publications\" href=\"https:\/\/www.microsoft.com\/en-us\/research\/project\/the-new-future-of-work\/#!publications\" data-cke-saved-href=\"https:\/\/www.microsoft.com\/en-us\/research\/project\/the-new-future-of-work\/#!publications\" data-interception=\"on\">our long history of videoconferencing and workplace research<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, especially that on hybrid meeting\u00a0<a title=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/hybrid-meetings-in-the-modern-workplace-stories-of-success-and-failure\/\" href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/hybrid-meetings-in-the-modern-workplace-stories-of-success-and-failure\/\" data-cke-saved-href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/hybrid-meetings-in-the-modern-workplace-stories-of-success-and-failure\/\" data-interception=\"on\">successes and failures<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>\u00a0and\u00a0<a title=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design\/\" href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design\/\" data-cke-saved-href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design\/\" data-interception=\"on\">configurations<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>, as well as\u00a0<a class=\"msr-external-link glyph-append glyph-append-open-in-new-tab glyph-append-xsmall\" href=\"https:\/\/aka.ms\/nfw\" data-cke-saved-href=\"https:\/\/aka.ms\/nfw\">what we have learned during the pandemic<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>.<\/p>\n<p>Hybrid meetings create imbalances in knowing how one is perceived, visibility of conversational cues, access to technology and resources, and distribution of power.<\/p>\n<ul>\n<li>It is hard for remote people to hear concurrent talk and see individuals in a local room.<\/li>\n<li>It is hard for remote people to engage with physical resources in a local room.<\/li>\n<li>It is hard for local groups to do things in parallel with remote people.<\/li>\n<li>It is hard to know how engaged remote people are in the meeting.<\/li>\n<\/ul>\n<p>Remote participation in hybrid meetings is more disadvantageous for new or junior attendees and minorities of culture, geography, identity, physical ability, health, neurodiversity etc.<\/p>\n<p>This guide focuses on the trade-offs between in-person, remote, and hybrid meetings and how to make hybrid meetings as effective and inclusive as possible.\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b\u200b There is a separate set of <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/project\/the-new-future-of-work\/articles\/suggestions-for-hybrid-work\">tips for hybrid workplaces more broadly<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>.<\/p>\n<p>Remember, <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/project\/the-new-future-of-work\/articles\/a-guide-to-having-better-remote-meetings-by-being-more-intentional\/\"><strong>not all collaboration requires a meeting<\/strong><span class=\"sr-only\"> (opens in new tab)<\/span><\/a>.\u00a0Have a conversation about your shared goals and then choose and balance synchronous and asynchronous collaboration.<\/p>\n\t<div class=\"moray-accordion\" data-show=\"false\">\n\t\t\t\t\t<div class=\"clearfix\">\n\t\t\t\t<div\n\t\t\t\t\tclass=\"btn-group align-items-center mb-g float-sm-right\"\n\t\t\t\t\trole=\"group\"\n\t\t\t\t\tdata-mount=\"collapse-controls\"\n\t\t\t\t\tdata-bi-aN=\"accordion-collapse-controls\"\n\t\t\t\t\tdata-target=\"#accordion-1\">\n\t\t\t\t\t<button class=\"btn btn-link m-0\" aria-disabled=\"false\" aria-pressed=\"false\" data-action=\"expand\" type=\"button\" data-bi-cN=\"Expand all\">Expand all<\/button>\n\t\t\t\t\t<span aria-hidden=\"true\"> | <\/span>\n\t\t\t\t\t<button class=\"btn btn-link m-0\" aria-disabled=\"false\" aria-pressed=\"false\" data-action=\"collapse\" type=\"button\" data-bi-cN=\"Collapse all\">Collapse all<\/button>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t<ul class=\"accordion\" id=\"accordion-1\">\n\t\t\t\t\t\t\t\t<li class=\"m-0\">\n\t\t<h4 class=\"accordion-header\">\n\t\t\t<button\n\t\t\t\tclass=\"btn btn-collapse m-0\"\n\t\t\t\ttype=\"button\"\n\t\t\t\tdata-mount=\"collapse\"\n\t\t\t\tdata-target=\"#collapse-2\"\n\t\t\t\taria-expanded=\"false\"\n\t\t\t\taria-controls=\"collapse-2\"\n\t\t\t>\n\t\t\t\tChoosing hybrid meetings\t\t\t<\/button>\n\t\t<\/h4>\n\t\t<div class=\"collapse\" id=\"collapse-2\">\n\t\t\t<div class=\"accordion-body\">\n\t\t\t\t\t\t\t\t<h4>Prioritizing different configurations of meetings<\/h4>\n<ul>\n<li><strong>In-person meetings<\/strong>: If your team can be physically in the same place, then prioritize in-person brainstorming\/debating, relationship\/team building, starting new work\/working with new people, and working with shared physical artifacts.<\/li>\n<li><strong>All-online meetings<\/strong> work well for all-hands, routine\/information-sharing meetings, and regular 1:1 meetings. They can work well for well-planned brainstorms when everyone is using the same shared digital resources, because they reduce problems of concurrent talk and let everyone see one another.<\/li>\n<li><strong>Hybrid meetings<\/strong>: Sometimes the benefits of hybrid meetings for local participants outweigh the costs to remote participants. The ability for local people to generate shared emotion, spark ideas off one another, and engage in concurrent conversations can be very valuable. Plan hybrid meetings that allow local participants to make the most of their ability to engage dynamically and share physical resources, while limiting the disadvantages for remote participants.<\/li>\n<\/ul>\n<h4>Obligatory versus optional remote attendance in hybrid meetings<\/h4>\n<ul>\n<li>People work remotely for obligatory reasons (e.g. work restrictions, differences in abilities, employees in different global offices), or they choose to remote work generally (e.g. to enable a flexible working schedule) or situationally (e.g. prefer not to commute that day).<\/li>\n<li>A group may decide to make different accommodations for an obligatory remote participant than one who chooses to be remote.<\/li>\n<\/ul>\n<h4>Number and role of remote participants in hybrid meetings<\/h4>\n<p>The fewer remote participants there are in a hybrid meetings the fewer people will be disadvantaged but the more likely they are to be excluded.<\/p>\n<ul>\n<li>\u200b\u200b\u200b\u200b\u200bIf a manager or organizer is remote, there may be less need to go all-remote because they are unlikely to be excluded.<\/li>\n<li>If a job candidate nor new hire is remote, going all-online\/remote both reduces the power imbalance, makes it easier for the candidate\/new hire to identify and engage with other attendees.<\/li>\n<\/ul>\n<h4>Distribution of collocated and remote participants in hybrid meetings<\/h4>\n<p>Different configurations of hybrid meetings have different power distributions to be considered.<\/p>\n<ul>\n<li><strong>Hub and satellite<\/strong>: One big local group with one or very few remote individual participants. Here the remote participants are heavily outnumbered and likely to be disadvantaged.<\/li>\n<li><strong>Hub and spoke<\/strong>: One local group with many remote endpoints that may have individuals or groups of participants. Here the numeric distribution is more equal or remotes may outnumber local participants, but the hub is still likely to be treated as a center of power. Hub and spoke models work well in broadcast model meetings such as all hands as audiences become very large.<\/li>\n<li><strong>Dumbbell (2 groups) and Constellation (multiple groups)<\/strong>: Each location has a group of roughly the same size. This is often more equal in terms of power, although there is usually a key \u2018host\u2019 hub. Such meetings are likely to schism, with more attention being paid to local versus remote participants. However, this may work to enable each group to collaborate locally and then report back to the meeting as a whole.<\/li>\n<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/li>\n\t\t<li class=\"m-0\">\n\t\t<h4 class=\"accordion-header\">\n\t\t\t<button\n\t\t\t\tclass=\"btn btn-collapse m-0\"\n\t\t\t\ttype=\"button\"\n\t\t\t\tdata-mount=\"collapse\"\n\t\t\t\tdata-target=\"#collapse-3\"\n\t\t\t\taria-expanded=\"false\"\n\t\t\t\taria-controls=\"collapse-3\"\n\t\t\t>\n\t\t\t\tScheduling and preparing for hybrid meetings\t\t\t<\/button>\n\t\t<\/h4>\n\t\t<div class=\"collapse\" id=\"collapse-3\">\n\t\t\t<div class=\"accordion-body\">\n\t\t\t\t\t\t\t\t<h4>Avoid scheduling inequalities<\/h4>\n<ul>\n<li>Check remote attendees&#8217; time zones, including holidays, and share the burden of early\/late meetings.<\/li>\n<li>Schedule meetings to start 5 minutes after the hour or half hour, to give everyone breaks between meetings.<\/li>\n<li>Ensure that there is reasonable lead time for all participants, not just local ones.<\/li>\n<\/ul>\n<h4>Prepare for inclusion<\/h4>\n<ul>\n<li>Teams which include people of different abilities should develop standard procedures that they use and communicate when meetings include new people. Including <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/understanding-the-telework-experience-of-people-with-disabilities-2\/\" data-cke-saved-href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/understanding-the-telework-experience-of-people-with-disabilities-2\/\">people with disabilities<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>\u00a0and\u00a0<a href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/towards-accessible-remote-work-understanding-work-from-home-practices-of-neurodivergent-professionals\/\" data-cke-saved-href=\"https:\/\/www.microsoft.com\/en-us\/research\/publication\/towards-accessible-remote-work-understanding-work-from-home-practices-of-neurodivergent-professionals\/\">neurodiverse people<span class=\"sr-only\"> (opens in new tab)<\/span><\/a> in hybrid meetings requires additional planning for access to the views, assistive technologies, and resources they need to fully participate and manage how they are seen and represented in meetings.<\/li>\n<li>In a given meeting, the organizer should communicate needs and model the relevant behavior. For example, when low-vision people are in a meeting, especially with new people, ensure that everyone says their name when they speak (at least the first time), and if screen-sharing is used, ask the sharer to more explicitly describe what they are showing.<\/li>\n<\/ul>\n<h4>Prepare for brainstorms<\/h4>\n<ul>\n<li>Ensure that all participants are using the same version of the same tools, and that everyone knows how to access them.<\/li>\n<li>Ensure clearly structured activities and timing, communicated beforehand. You cannot rely on the cohering effect of being in a local room.<\/li>\n<li>Consider how to enable local and remote users to work together rather than in local versus remote cliques.<\/li>\n<li>Consider spreading brainstorming out between asynchronous and synchronous work to maximize live time together.<\/li>\n<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/li>\n\t\t<li class=\"m-0\">\n\t\t<h4 class=\"accordion-header\">\n\t\t\t<button\n\t\t\t\tclass=\"btn btn-collapse m-0\"\n\t\t\t\ttype=\"button\"\n\t\t\t\tdata-mount=\"collapse\"\n\t\t\t\tdata-target=\"#collapse-4\"\n\t\t\t\taria-expanded=\"false\"\n\t\t\t\taria-controls=\"collapse-4\"\n\t\t\t>\n\t\t\t\tStarting hybrid meetings\t\t\t<\/button>\n\t\t<\/h4>\n\t\t<div class=\"collapse\" id=\"collapse-4\">\n\t\t\t<div class=\"accordion-body\">\n\t\t\t\t\t\t\t\t<h4>Set expectations<\/h4>\n<ul>\n<li>Ensure everyone knows the goal of the meeting.<\/li>\n<li>Ensure that everyone knows any rules of conduct. The CHARMS mneumonic is a helpful start.<\/li>\n<\/ul>\n<h4><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-794744 size-large\" src=\"https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-1024x576.jpg\" alt=\"Graphic summarizing the CHARMS approach to running hybrid meetings, as outlined in the text below.\" width=\"1024\" height=\"576\" srcset=\"https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-1024x576.jpg 1024w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-300x169.jpg 300w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-768x432.jpg 768w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-1536x864.jpg 1536w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-2048x1153.jpg 2048w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-1066x600.jpg 1066w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-655x368.jpg 655w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-343x193.jpg 343w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-240x135.jpg 240w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-640x360.jpg 640w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-960x540.jpg 960w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-1280x720.jpg 1280w, https:\/\/www.microsoft.com\/en-us\/research\/uploads\/prod\/2021\/09\/NFW_hybrid-meetings-guide-CHARMS_11-2021-1920x1080.jpg 1920w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/h4>\n<h4>What should we do socially at the start of the meeting?<\/h4>\n<ul>\n<li>Join the meeting in the room and on your laptop or phone as soon as you enter the room, to help remote people join in small talk.<\/li>\n<li>As the meeting starts, ensure that everyone has been introduced.<\/li>\n<\/ul>\n<h4>Orient remote people to the local room<\/h4>\n<ul>\n<li>Let remote participants know, at the beginning of a meeting, how they are seen and heard in the room. This helps remote participants judge how best to engage. If this changes substantially, let remote participants know.\u200b\u200b\u200b\u200b\u200b\u200b\u200b<\/li>\n<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/li>\n\t\t<li class=\"m-0\">\n\t\t<h4 class=\"accordion-header\">\n\t\t\t<button\n\t\t\t\tclass=\"btn btn-collapse m-0\"\n\t\t\t\ttype=\"button\"\n\t\t\t\tdata-mount=\"collapse\"\n\t\t\t\tdata-target=\"#collapse-5\"\n\t\t\t\taria-expanded=\"false\"\n\t\t\t\taria-controls=\"collapse-5\"\n\t\t\t>\n\t\t\t\tDuring hybrid meetings\t\t\t<\/button>\n\t\t<\/h4>\n\t\t<div class=\"collapse\" id=\"collapse-5\">\n\t\t\t<div class=\"accordion-body\">\n\t\t\t\t\t\t\t\t<h4>Meeting chat<\/h4>\n<ul>\n<li>Everyone should have a device open to the meeting chat when it is used.<\/li>\n<li>Encourage chat that engages with the meeting\u2019s topic and makes the meeting more inclusive. Read more in our <a href=\"https:\/\/www.microsoft.com\/en-us\/research\/project\/the-new-future-of-work\/articles\/suggestions-for-parallel-chat-in-meetings\/\">meeting chat guide<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>.<\/li>\n<\/ul>\n<h4>Taking turns<\/h4>\n<ul>\n<li>Use the hand raise feature. You can see the order of hand raises at the top of the meeting roster (via the Participants link).<\/li>\n<li>Invite remote people to speak first on any issue.<\/li>\n<li>Encourage only one person to talk at a time.<\/li>\n<li>Be clear about when you have reached the end of your thought. You may want to explicitly select the next speaker.<\/li>\n<li>Wait longer for responses than you would for an all in-person meeting.<\/li>\n<li>Share re-starts: If you re-started last time, let someone else re-start this time.<\/li>\n<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/li>\n\t\t<li class=\"m-0\">\n\t\t<h4 class=\"accordion-header\">\n\t\t\t<button\n\t\t\t\tclass=\"btn btn-collapse m-0\"\n\t\t\t\ttype=\"button\"\n\t\t\t\tdata-mount=\"collapse\"\n\t\t\t\tdata-target=\"#collapse-6\"\n\t\t\t\taria-expanded=\"false\"\n\t\t\t\taria-controls=\"collapse-6\"\n\t\t\t>\n\t\t\t\tEnding hybrid meetings\t\t\t<\/button>\n\t\t<\/h4>\n\t\t<div class=\"collapse\" id=\"collapse-6\">\n\t\t\t<div class=\"accordion-body\">\n\t\t\t\t\t\t\t\t<h4>\u200b\u200b\u200bNotes and recordings<\/h4>\n<ul>\n<li>Ensure that everyone knows where to find meeting notes and the recording if there is one. Incorporate chat highlights into meeting recaps.<\/li>\n<\/ul>\n<h4>What should we do socially at the end of the meeting?<\/h4>\n<ul>\n<li>Don\u2019t just stand up and leave the room! Say goodbye to remote participants and ensure that any room device has left the meeting.<\/li>\n<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/li>\n\t\t<li class=\"m-0\">\n\t\t<h4 class=\"accordion-header\">\n\t\t\t<button\n\t\t\t\tclass=\"btn btn-collapse m-0\"\n\t\t\t\ttype=\"button\"\n\t\t\t\tdata-mount=\"collapse\"\n\t\t\t\tdata-target=\"#collapse-7\"\n\t\t\t\taria-expanded=\"false\"\n\t\t\t\taria-controls=\"collapse-7\"\n\t\t\t>\n\t\t\t\tTechnology and spaces for hybrid meetings\t\t\t<\/button>\n\t\t<\/h4>\n\t\t<div class=\"collapse\" id=\"collapse-7\">\n\t\t\t<div class=\"accordion-body\">\n\t\t\t\t\t\t\t\t<h4>Start meeting room devices immediately<\/h4>\n<ul>\n<li>The first person in the room should immediately start whatever room device is available, to bring in remote attendees.<\/li>\n<li><strong>Microsoft Teams users\u2014<\/strong>The first person in the room with a <a title=\"https:\/\/www.microsoft.com\/en-gb\/microsoft-teams\/microsoft-teams-rooms\" href=\"https:\/\/www.microsoft.com\/en-gb\/microsoft-teams\/microsoft-teams-rooms\" target=\"_blank\" rel=\"noopener\" data-cke-saved-href=\"https:\/\/www.microsoft.com\/en-gb\/microsoft-teams\/microsoft-teams-rooms\" data-interception=\"off\"><span class=\"annotation-123\" role=\"button\" data-sp-topic-id=\"AL_BZivU71HM7Jq97IRHyQK4w\" data-sp-topic-name=\"Microsoft Teams Rooms\" aria-label=\"Topic Microsoft Teams Room.\">Microsoft Teams Room<\/span><span class=\"sr-only\"> (opens in new tab)<\/span><\/a>\u00a0(MTR) device should join the meeting on their laptop or phone first and select \u2018Room audio\u2019. Teams will recommend a room based on your location. You can also select a different room from the menu if necessary. When you join, Teams will then join the MTR device automatically.<\/li>\n<\/ul>\n<h4>Using personal devices<\/h4>\n<p>A laptop, phone, or tablet in a meeting can be distracting, but they have the advantage of letting you access chat, raise hand, reactions, in-meeting apps, collaboration tools, and enable remote participants to see your face.<\/p>\n<ul>\n<li>On a laptop, join the meeting\u200b with video on and audio off (mute system sounds too). Orient your laptop so your face is in view when sitting back in your seat. When you move in to use chat, you\u2019ll be looking down at the screen.<\/li>\n<li>On a mobile or tablet it may make more sense to join with video off unless you have a stand.<\/li>\n<li>If all in-person attendees have personal video then the room video may not be useful. Check whether remote participants want to see the room video.<\/li>\n<\/ul>\n<h4>Sharing views of physical whiteboards or objects<\/h4>\n<ul>\n<li>Try to give remote people a good view of physical whiteboards or objects using a spare laptop or phone.<\/li>\n<li><strong>Microsoft Teams users<\/strong>: \u200b\u200b\u200b\u200b\u200b\u200b\n<ul>\n<li>Use the <a class=\"msr-external-link glyph-append glyph-append-open-in-new-tab glyph-append-xsmall\" title=\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/rooms\/content-camera\" href=\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/rooms\/content-camera\" data-cke-saved-href=\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/rooms\/content-camera\" data-interception=\"on\">Content Camera<span class=\"sr-only\"> (opens in new tab)<\/span><\/a> mode with an MTR device or laptop and a plug-in USB camera.<\/li>\n<li>If those aren&#8217;t to hand, you need something more ad hoc, or you need a more maneuverable view, you can use Companion Mode to add your mobile phone as an additional camera to share into the meeting (video or still photos). See how to\u00a0<a class=\"msr-external-link glyph-append glyph-append-open-in-new-tab glyph-append-xsmall\" title=\"https:\/\/support.microsoft.com\/en-us\/office\/join-a-teams-meeting-on-a-second-device-c28e7407-183b-46ea-ab17-2212700e5f41\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/join-a-teams-meeting-on-a-second-device-c28e7407-183b-46ea-ab17-2212700e5f41\" target=\"_blank\" rel=\"noopener\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-us\/office\/join-a-teams-meeting-on-a-second-device-c28e7407-183b-46ea-ab17-2212700e5f41\" data-interception=\"off\">join a Teams meeting on a second device<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>\u00a0and then\u00a0<a class=\"msr-external-link glyph-append glyph-append-open-in-new-tab glyph-append-xsmall\" href=\"https:\/\/nam06.safelinks.protection.outlook.com\/?url=https:\/\/support.microsoft.com\/en-us\/office\/share-content-in-a-meeting-in-teams-fcc2bf59-aecd-4481-8f99-ce55dd836ce8%23ID0EABAAA%3DMobile&data=04%7c01%7cSonia.Jaffe%40microsoft.com%7c941f76e89b034f3b93ba08d94ba338d9%7c72f988bf86f141af91ab2d7cd011db47%7c1%7c0%7c637623986696558822%7cUnknown%7cTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7c1000&sdata=URbesSQtNZ14oQw4xN7v9PZwiMpj6lGYoykBULFoaI0%3D&reserved=0\" data-cke-saved-href=\"https:\/\/nam06.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fsupport.microsoft.com%2Fen-us%2Foffice%2Fshare-content-in-a-meeting-in-teams-fcc2bf59-aecd-4481-8f99-ce55dd836ce8%23ID0EABAAA%3DMobile&data=04%7C01%7CSonia.Jaffe%40microsoft.com%7C941f76e89b034f3b93ba08d94ba338d9%7C72f988bf86f141af91ab2d7cd011db47%7C1%7C0%7C637623986696558822%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=URbesSQtNZ14oQw4xN7v9PZwiMpj6lGYoykBULFoaI0%3D&reserved=0\">share content in a meeting in Teams<span class=\"sr-only\"> (opens in new tab)<\/span><\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4>Task space and person space<\/h4>\n<ul>\n<li>If you have two screens, in a room or at home, decide which will be the task\/content space, and which will be the people space and <a class=\"msr-external-link glyph-append glyph-append-open-in-new-tab glyph-append-xsmall\" href=\"https:\/\/dl.acm.org\/doi\/10.1145\/1718918.1718969\" data-cke-saved-href=\"https:\/\/dl.acm.org\/doi\/10.1145\/1718918.1718969\">align cameras your camera with the people space.<span class=\"sr-only\"> (opens in new tab)<\/span><\/a><\/li>\n<\/ul>\n<h4>Organizational meeting spaces<\/h4>\n<ul>\n<li>Wherever remote participants appear in a meeting room, try to align cameras and speakers with them so that their visual and sound representation are matched and have a clear and consistent physical position in the room.<\/li>\n<li>All participants in the local room should know where the room microphones are and sit as close to them as possible. If you are setting up rooms, you might want to mark areas where there is poor audio.<\/li>\n<li>Eye contact with remote people is often broken in rooms with a 360-degree room cameras in the middle of a table and screens on a wall. You can limit the problem by each person using a personal device facing the 360 degree camera (minimizing view blocking).<\/li>\n<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/li>\n\t\t\t\t\t\t<\/ul>\n\t<\/div>\n\t\n","protected":false},"excerpt":{"rendered":"<p>Hybrid meetings \u2013 meetings in which there is a mix of remote and in-person participants \u2013 aren\u2019t a new phenomenon. Microsoft\u2019s approach to hybrid meetings is informed by our long history of videoconferencing and workplace research, especially that on hybrid meeting successes and failures and configurations, as well as what we have learned during the pandemic.<\/p>\n","protected":false},"author":40306,"featured_media":794744,"template":"","meta":{"msr-url-field":"","msr-podcast-episode":"","msrModifiedDate":"","msrModifiedDateEnabled":false,"ep_exclude_from_search":false,"_classifai_error":"","msr-content-parent":717493,"footnotes":""},"research-area":[],"msr-locale":[268875],"msr-post-option":[],"class_list":["post-772747","msr-blog-post","type-msr-blog-post","status-publish","has-post-thumbnail","hentry","msr-locale-en_us"],"msr_assoc_parent":{"id":717493,"type":"project"},"_links":{"self":[{"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/msr-blog-post\/772747","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/msr-blog-post"}],"about":[{"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/types\/msr-blog-post"}],"author":[{"embeddable":true,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/users\/40306"}],"version-history":[{"count":17,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/msr-blog-post\/772747\/revisions"}],"predecessor-version":[{"id":794747,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/msr-blog-post\/772747\/revisions\/794747"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/media\/794744"}],"wp:attachment":[{"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/media?parent=772747"}],"wp:term":[{"taxonomy":"msr-research-area","embeddable":true,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/research-area?post=772747"},{"taxonomy":"msr-locale","embeddable":true,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/msr-locale?post=772747"},{"taxonomy":"msr-post-option","embeddable":true,"href":"https:\/\/www.microsoft.com\/en-us\/research\/wp-json\/wp\/v2\/msr-post-option?post=772747"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}