common hybrid meeting challenges and how to solve them

5 common hybrid meeting challenges and how to solve them


In today's flexible work environment, hybrid meetings have become a keystone of workplace collaboration. Combining the flexibility of remote work with the engagement of in-person interactions, hybrid meetings offer the best of both worlds. However, this blend of virtual and physical presence also introduces unique challenges that can affect the workplace experience, create collaboration frictions, and impact employee engagement. A microphone that struggles to pick up voices, faces flickering on a screen at the end of the table, a laptop positioned awkwardly to capture everyone, you probably recognise these situations. 

As hybrid working is here to stay, it's crucial to recognise and address these challenges to ensure that your hybrid meetings are productive and inclusive for all participants. In this blog, we compiled a list of the five most common hybrid meeting issues and quick tips on how you solve them. And if you'd like to know more about the topic, you can download our comprehensive guide to improve your own hybrid meetings at the end of this blog.

1. Technical hurdles

As you may know, technical issues can derail a meeting, affecting your productivity and engagement. Poor video quality, audio disruptions, and unstable internet connections are some of the most common frustration points. Therefore, ensuring your team has access to high-quality, reliable technology wherever they are is essential. This includes good  quality conferencing and collaboration tools, good office connectivity but also easy-to-use equipment that delivers clear audio and video. This ensures smooth and professional communication between your employees, customers and any other stakeholder. 

2. Engagement and inclusivity

In hybrid meetings, remote participants often struggle to feel as engaged and included as in-person ones. This has an impact on overall motivation and even productivity. You want to create a meeting environment where all participants feel equally involved. This starts with equipping the business with the right technology. For instance, high-quality cameras and microphones that capture and distribute audio and video effectively, collaborative tools that enable real-time sharing and interaction such as Microsoft Teams or Zoom. And also any other application that offers collaboration features and can help bridge the gap between in-person and remote participants. Thoughtful placement of screens, microphones, and cameras can also enhance the experience for remote attendees, making them feel more connected to the meeting.

A culture of inclusion is also a fundamental part of this. Ensuring that remote participants are not just passive observers, but active contributors is key. Encourage equitable participation by using techniques that allow everyone to interact easily, regardless of their location. Systematically select a moderator and task that person to distribute the word, for instance. 

3. The wrong office layout

The physical layout of your office space can significantly impact the effectiveness of hybrid meetings. Having zones dedicated to focused work and others to meetings or collaboration is important. Especially as hybrid meetings are often joined online, even if the participants are in the office, making the physical presence a disadvantage rather than a collaboration opportunity.  Therefore, ensuring that the meeting rooms are equipped with the right technology, easily accessible, adapted to different meeting needs and that seating arrangements facilitate visibility and audibility for everyone is very important. You want to make it easy and attractive for employees to use the rooms.  

4. Poor meeting etiquette

Managing the human element is just as important as the technology. In a hybrid environment, whether it's an internal or client meeting, uncomfortable situations often arise due to poor practices and behaviours, such as late arrivals or frequent interruptions. Establishing clear guidelines for meeting etiquette can reduce common frustrations. Particularly in client meetings, it is important to maintain the same professional appearance as in face-to-face meetings. Provide guidance on when to speak, how to signal intentions to contribute, and the proper use of mute functions. Regular reminders can help embed these practices into your team's routine, fostering a culture of consideration.

5. A lack of security in communication

In any business, protecting sensitive data is paramount. Ensuring your communication platforms are secure can prevent potential breaches and safeguards your business’s critical information. Opt for solutions with end-to-end encryption and advanced access controls. This way, you maintain confidentiality and security in your hybrid meetings.


Optimise your hybrid meetings

Enhancing hybrid meetings with the right technologies and practices is not just about keeping up with trends; it’s about improving collaboration, communication and engagement. Overcoming these common challenges ensures your meetings are productive, inclusive, and secure. Not sure where to start? Download our guide, packed with ready-to-use advice and helpful insights to make your hybrid meetings more efficient. Take your first step towards more engaging and effective meetings.

5 Tips for a Seamless Experience
Lisa Topliss

Lisa Topliss

Director Digital Workplace, Ricoh Europe

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