Holding In-Person Meetings
When gathering for an in-person meeting, conversation, or event, you should keep in mind a few things to make safety a priority.
University Human Resources has created the following guidelines to help maintain a safe work environment while hosting indoor meetings or events in UI campus buildings and offices:
- There is no limit to the number of attendees allowed for in-person meeting in campus buildings.
- Have hand sanitizer, cleaning supplies, and masks available for all attendees who may desire them.
- Food and drink are permitted during meetings.
- Share what attendees can expect beforehand, including how many people plan to attend in person.
- Consider keeping a virtual option (such as Skype or Zoom) for meetings—especially larger ones—in addition to the in-person option.
- Let the meeting host know in advance if you will be attending in person so an appropriately-sized room can be planned for the meeting.
Reminder: You should refrain from asking others about their vaccination status. See the FAQ section of the university's coronavirus website for current information about vaccination, mask policies, testing, and more.
Holding Remote and Hybrid Meetings
Remote and, especially, hybrid meetings need additional planning and coordination. Like all meetings, they're most effective when participants agree that a meeting is necessary and understand the meeting's goals. But they also require special attention to technology tools and the human factors that influence participation and communication.
Hybrid meetings—meetings where some participants gather on-site and others join from remote locations—are three meetings in on: the in-person gathering, the virtual gathering, and the bridge between the two. Meeting organizers can make hybrid meetings more effective by:
- Selecting someone to be the “bridge” between campus and remote audiences for technology issues, especially for high-stakes meetings.
- Adhering to the agenda and time allotted. Appointing a timekeeper to assist if needed.
- Focusing on the needs of the remote staff first. This approach will likely accommodate on-site participants.
- For Q&A, starting with the remote audience or staggering questions from each audience. Take an equal number of questions from each audience, no matter the numbers.
- Displaying remote employees or provide a check-in slide for everyone to sign in (to remind presenters and participants that some individuals are remote).
- For the benefit of remote staff, announcing who is in the room. Verbal introductions can work.
- Blending audience engagement by including everyone in activities. Most activities can be replicated virtually.
ITS has developed a guide for remote and hybrid meetings (pdf) that includes additional advice and resources for meeting organizers and participants.
Best Practices for Any Meeting
Whether in-person, remote, or hybrid, any effective meeting requires up-front planning, clear ground rules, participant engagement, and post-meeting follow up. University Human Resources has collected best practices for all kinds of meetings.
Download a guide to best meeting practices (pdf) or see the following video for an overview: