Master virtual meetings in the era of hybrid work

While the world a hybrid work The model has made virtual meetings an integral part of our professional lives, especially for the jet-setting Gen Zs and mobile millennials who are inspiring change within today’s workforce. With the right strategies and tools, these meetings can foster effective collaboration and connection, replicating the informal interactions of traditional office environments.

Here are some essential tips from experts across industries to take your virtual meeting experience to the next level.

Prepare your environment

“Preparing and planning ahead is key when having pets around during virtual meetings,” says Dr. Christina Fernandez, Associate Director of Veterinary Services at Tough.

“If there is a chance that your doorbell is causing a loud barking, try calming your pets with a toy or some music and closing your office door. Creating a comfortable office space with cozy beds or cat trees is also important, as pets often want to stay close while you work. Establishing routines, such as starting the day with a longer walk for your dog, can help tire him out, allowing him to relax with a toy or take a nap while you focus on your tasks.”

Optimize your technical installation

The effectiveness of virtual meetings can be significantly affected by your technical setup. With hybrid working set to continue indefinitely, virtual meetings have become a new norm.

To ensure efficient and engaging collaboration, the right technical setup can have a significant impact on your productivity. George Toh, vice president and general manager of visual industry in Lenovo‘s Intelligent Devices Group offers some insight into how to improve your virtual meeting attendance.

“The right technical setup can significantly increase the effectiveness of virtual meetings, especially as hybrid working becomes the norm. At home or in the office, multifunction monitors can help declutter and optimize your workspace. For example, high-definition monitors with integrated cameras and microphones eliminate the need for external accessories, while built-in sensors with facial recognition enable quick logins and maintain privacy when you look away. For meeting rooms, displays with sharp images, clear sound and extensive connectivity options can support the sharing of creative ideas. And for those who work on the go, a dual-monitor setup can increase productivity by up to 42%.”

Have security protocols in place

In a hybrid work environment, safety remains a top priority. “As we have seen the world transition to a hybrid workforce, companies must maintain safety with many unknowns. To do this effectively, organizations must fully understand their potential attack surfaces and how each of their deployed tools works together,” said Adam Marrè, Chief Information Security Officer at Arctic Wolf.

“In addition, it remains crucial to train employees in vigilance. Create new password-required meetings with a unique link each time. Consider physical checks, such as making sure the right participants are on the line with their cameras on during sensitive calls to confirm the right team members are present. This can be a challenge during large meetings, but where possible it is a best practice to prevent confidential information from being exposed to unauthorized external participants. Don’t click on meeting links if you don’t know the sender. These basic practices will help eliminate the fear around clicking on a potentially suspicious email while helping keep your organization safe.”

Embrace the new water cooler

Kristen Habach, Chief Revenue Officer at Type shapesays that in a remote workplace, “meetings become the new water cooler and war room.” The company went fully remote in 2020 and now has a globally distributed workforce represented by 47 nationalities. “It’s not just about the way we work together, but also about how we connect. It’s so important to recreate the informal, social interactions of an office environment in our virtual space so that we don’t lose the collaborative and supportive culture that brings us together. We recently hosted a company-wide virtual launch party to celebrate the introduction of a new range of capabilities, with everyone bringing a drink of their choice. Given the global nature of our business, some time zones drank coffee, others drank wine!” After years of operating remotely, with no plans to return to the office, Typeform is continually discovering what works best.

Habach offered important lessons: “Less can be more. It’s easy to fall victim to meeting creep. We also ensure that the meeting agenda, goals and objectives are shared in advance so that each invitee has the visibility to decide if it makes sense to attend. We encourage every employee to set boundaries that work for him or her. As a working mother, creating structure around meetings really helps me find balance while successfully collaborating with my colleagues in different time zones and with different lifestyles.”

Manage screen time wisely

“As screen time increases, averaging seven hours per day, those meeting virtually – including the 4.7 million U.S. workers who work remotely at least half the time – could use a break from screen time, which can cause eye strain,” said Wesley. Tong, head of Industrial Design at RENPHO.

“To help our minds and bodies reflect and slow down after a long workday of virtual meetings, I recommend self-care activities such as taking a gentle walk, participating in a digital detox, journaling, soaking in a warm bath, and sticking to a sleep schedule . If your job requires you to sit at a computer for most of the day, it’s important to take breaks to rest your eyes. Take some moments of digital detox between meetings for mindfulness and inner peace. What helps me the most is an eye massager to relieve tired and tense eyes. I also recommend doing deep breathing exercises, taking a phone break after the meeting is done, and setting aside a few minutes throughout the day to prioritize “me time.” Trust me, your brain and eyes will thank you. After a long day at work, rest and recovery are of the utmost importance for our physical and mental health!”

As we continue to navigate the hybrid work landscape, mastering virtual meeting etiquette and technology will be critical to success. By implementing these tips and strategies, you can ensure that your virtual interactions are both productive and engaging, fostering a culture of collaboration that transcends physical boundaries. Embrace the possibilities for remote connections and let your virtual meetings become a powerful tool in your professional toolkit.