Why Your Hybrid Meetings Suck (And How to Lead Better Ones)

Jun 23

3 min read

Hybrid meetings are now the norm. But let’s be honest—most of them are painful.

Audio issues. Blank stares. People forgetting the remote folks are even there. A whiteboard no one online can see. You log off wondering, what did we actually accomplish?

The truth is, hybrid meetings rarely fail because of technology—they fail because of leadership. If you’re leading a hybrid team, meetings are one of the clearest signals of how inclusive, organized, and connected your workplace really is.

If your meetings aren’t working, don’t worry, you’re not alone. But it’s time to fix it.

What’s Actually Going Wrong

1. Bad Audio

If remote participants can't hear clearly, they disengage—quickly. Echoes, muffled laptop mics, and cross-talk destroy participation. Even the most well-intentioned meeting fails when people can’t physically hear what’s being said.

2. No Online Moderator

While in-room participants are casually throwing ideas around, no one’s watching the chat. No one notices when a remote team member raises a virtual hand—or worse, when they give up entirely. Hybrid meetings need active facilitation, and that means assigning someone to advocate for online participants in real time.

3. No Strategy

Too many meetings are just in-person meetings with a Zoom link added as an afterthought. No structure, no tech integration, no plan. If hybrid is treated as a backup plan instead of a design choice, it will always feel second-class.

How to Lead a Hybrid Meeting That Works

1. Design the Meeting—Don’t Just Schedule It

Start by asking:

Who is attending—and how?
What kind of interaction do we need?
What tools will make that possible?

Then choose the format on purpose. Some meetings might be better fully remote or fully in-person. Hybrid only works when it's thoughtfully planned.

2. Fix the Audio First

Audio is non-negotiable. Invest in the right tools—directional microphones, meeting room soundbars, or a centralized device that picks up all voices evenly. Encourage people to use headsets if they’re remote. "Can everyone hear?" is the new “Can everyone see my screen?”

3. Assign a Virtual Moderator

One person should be focused solely on the online experience:

Monitoring the chat
Calling on virtual hands
Nudging the facilitator when online folks are getting left out

This role turns a passive experience into an inclusive one.

4. Set Standards for Camera Use

In hybrid meetings, visual presence builds connection and accountability. If people are in the office, remote attendees should be expected to be on camera. This helps create a shared experience and prevents them from being treated like background noise.

Make the norm clear: If it’s a meeting with an in-person component, cameras on. (And don’t forget to give grace for those rare days when video isn’t possible.)

5. Build in Inclusion Moments

Start with a quick hello from everyone, not just in-room attendees. A simple “say your name and what you're working on” can level the playing field and set the tone for participation.
End by actively calling on each remote attendee for final feedback or questions. When this becomes a consistent practice, virtual participants stay more engaged—because they know they’ll be brought into the wrap-up.

Inclusion isn’t just who you invite—it’s how you make people feel like they matter once they’re in the room and once the meeting ends.

6. End the Meeting With Clarity (and a Little Personality)

A strong close is just as important as a strong start. Before the meeting ends:

Make sure everyone knows their takeaway or action item
Confirm the date and format of the next meeting (in-person, remote, or hybrid)

And while we’re here: for the love of God, please stop saying:

“Here’s three minutes back to your day...”

We have heard it a million times... Try something better:

“That’s a wrap. Check your inbox for next steps.”

“We’re done here—thanks for showing up and leaning in.”

“Same time next week. Bring updates.”

"Good work team—let’s get it done."

Ending with intention sends a message: this meeting mattered, and now we move forward.

Meetings Reflect Culture

Hybrid meetings are a window into your team’s culture. If they’re messy, exclusive, or unclear, it usually means your broader work habits are too.

Leading great hybrid meetings isn’t just about tech—it’s about the considerations you made well in advance of the meeting begging.

Let’s Make Your Meetings Work for Everyone

At Modern Workspace Consulting, we help organizations lead with clarity, design inclusive work experiences, and build hybrid strategies that actually work.

Whether you need to fix one recurring meeting or rethink your entire hybrid setup, we’re here to help you get it right.