Hybrid Meetings

Our DTS team will walk you through the steps to get your technology set up for a hybrid meeting. Instructional video on how to set up a hybrid meeting. 

How to set up a hybrid meeting

If you want to use your laptop with the Polycom (video conferencing system) in the meeting room, there are a few options:

• If the Polycom has a USB lead, plug that directly into your laptop, then when you open Teams (or Zoom), you should be able to find that camera
• Microsoft Teams – click and hold the camera icon to get the option to choose a camera
• Zoom – in start/stop video options you can choose a camera. See if Polycom is there (or whichever camera type is used in that room). You can also access the Polycom by combining the Room PC and your laptop.
• Start your Teams/Zoom meeting as usual on your laptop
• Also – join your Teams/Zoom meeting on the large monitor in the room. You will most likely do this by logging in to Zoom meetings, and find your scheduled meeting, and join
• Now: You are going to use the Polycom via the TV/Computer, but share your materials from your laptop
• On your laptop, mute the mic, turn the speakers all the way down, and turn off your camera. This means participants will see and hear you via the Polycom.
• Now when you share your screen on your laptop, you can see on the TV how it looks.
• AND remember to look at the Polycom camera when talking, not the laptop camera! Last point… it is a lot harder to visualise without the equipment – so I recommend just trying this out! Find a room with a Polycom, set up a fake meeting with a colleague, and see if it works (it does!).

• Start the meeting with introductions and checking in with your colleagues
• Use breakouts and smaller thinking groups
• Use visual aids or interactive tools such as Polls on Zoom, or Miro to keep people engaged
• Remember to facilitate – bring in the quieter people and control the more talkative ones!
• Direct questions equally to in-room participants (with eye contact), and virtual (eye contact with camera)
• Keep to the agenda and be succinct, assign a timekeeper where necessary
• If you're in the room, talk to the camera as well as the other room participants
• Be aware of what your background says about you
• Try not to interrupt any speakers and give people enough time to speak

• If you're on campus – join the meeting in person if you can and bring your laptop
• Have your camera on where possible to engage with your colleagues
• Raise your electronic hand when wanting to speak
• If you don't have your laptop – say your name when speaking in the room
• Try to limit distractions like your email or smartphone during the meeting
• If joining virtually from your desk, use a headset and blur your background 
• Ensure your screen name matches your actual name
• Do not have side conversations if attending the meeting in person
• If in the room, only use the room microphone if possible (i.e., not your laptop mic)