Intro
Member experience
Considerations when adopting a mixed physical/virtual approach
Types of hybrid meeting
GDPR
Summary
 

Intro

The pandemic has required the NASUWT to reach out to members and be accessible in ways that were not previously possible. Remote working and meeting technology have made enormous advances and allowed the Union to carry out its democratic processes even within lockdown.

The challenge now is to continue to harness the potential of remote solutions to build upon, and enhance, our organising and democracy, especially where many are experiencing some degree of video burnout.

Hybrid meetings are often talked about as the answer, but it is vital that there is an understanding on what hybrid means, how it can work and what the realistic options are for utilising it as a tool.

This guidance note provides advice and information to Local Associations on hybrid meeting types, along with the factors that must be considered to ensure a positive and participative experience.

Member experience

Key to the success of any type of meeting is the experience of attendees in the context of our priorities to build and strengthen member participation in the Union and assure the democracy of the Union at all times.

Hybrid meetings may be a combination of physical and virtual attendance. For the purposes of Union meetings and events over the year, this can take many forms. Each has its own pros and cons to consider.

By far the best option is to hold a combination of fully physical and fully virtual where every participant is sharing the same experience.

Holding some meetings entirely physically and others entirely virtually is a hybrid option that negates many of the problems and costs of holding a meeting running elements that are both physical and virtual. Local Associations are experienced in the set-up and running of both.

For example, as Executive Committee meetings have a finite number of attendees, you may choose to hold all Executive Committee meetings either virtually and your OGMs/AGMs physically. Both may have advantages and disadvantages which should be considered carefully.

Considerations when adopting a mixed physical/virtual approach

Before looking at the various options for a mixed approach where some participants are in the room and others attending virtually it is important to look at the technical aspects that need careful consideration.

There are four key elements to the success of a mixed approach - audio, visual, connectivity and conduct of business - that ensure participants are not disenfranchised.

Audio

Audio is often the most problematic. We have all experienced meetings where someone cannot connect or has reported that they can’t hear anyone in the physical room where there is a part physical, part virtual meeting.

Whilst it is possible to purchase video conferencing units, even the costliest of equipment will be limited by range, for example, some of the more costly microphones will not give further than six-metre audio range. Rustling of papers, movement of glasses, etc. on tables may also be an issue affecting meeting quality and audibility even when using equipment with noise cancelling technology.

Six metres may seem like a good range, but when factoring in the spacing for physical participants, particularly where Covid safety demands, it may not be adequate for the type of hybrid meeting being held.

The room in use is also a major factor that can affect audio. A large room with no acoustic panelling or a smaller room with a high ceiling will dramatically reduce range.

Passing a handheld mic around is another option, but consideration of how this may work in the context of the conduct of the meeting should be given. Again, there may also be issues with Covid safety when passing handheld equipment between participants and it may inhibit the flow of debate in a meeting.

Even if taking a ‘one in, all in’ approach where all participants present in the room are also in the virtual meeting via their own laptops, there is a delay to audio which can be offputting for those attending physically. Feedback and echo can be a problem even if all those attending in the room use headsets.

Venues offering video conferencing facilities as part of a package are likely to be more expensive to hire. These venues will often use ceiling mounted mics or a number of individual mics to counter these issues and ensure a better quality audio experience.

Always test your set-up in advance to ensure there are no problems with audio quality.

Visual

The visual experience of all attendees is an important part of the feeling of inclusivity. It is all too easy to disenfranchise those attending virtually as they cannot pick up on all of the social cues others attending physically will be able to.

It is therefore important to ensure attendees can see those in the room as well as hear them.

Again, video conferencing units with wide-angle cameras are available, but they may only capture a limited number of people who are physically present at the meeting.

Consideration is also needed for those attending physically. Screen set-up and size is important as is the quality of the image. Set-ups using a projector that faces the camera will result in washed-out images.

If connecting to a TV set-up, consider the screen size and how those furthest from the screen may experience the image, particularly if any screen sharing of presentations is to take place.

It may be helpful to ensure that any attendee speaking is spotlighted and their image made as large as possible to allow all participants to see the speaker clearly - especially important for those members who have hearing impairments.

Again, venues offering video conferencing facilities may have repeater screens within a meeting room that can be used to spotlight speakers in life size and will have screens that suit the size of the room. They will also have wide-angle or multiple cameras that can provide visual of all those in attendance.

Always test your set-up in advance to ensure there are no issues with visual quality.

Connectivity

Always ensure that there is sufficient bandwidth at any venue for whatever kind of hybrid meeting is to take place, be it from full broadcast to one speaker joining by video. When sourcing any venue, ask the question directly and give them some idea of the programme you are trying to run. Free wifi does not always equate to enough bandwidth to support your meeting and may not be secure.

Conduct of business

Carefully consider each step of what is planned - for example:

How will the meeting be chaired to ensure fair and equal participation?

Can the Chair see and hear everyone and is there a method for taking questions and contributions in turn that doesn’t favour one group over another?

How will any votes or polls be conducted?

Bear in mind that with a physical/virtual mix, one method should be used for all participants. A mix of polling for those virtual would allow the virtual attendees anonymity, whilst hands up voting for those physically present denies anonymity.

How will attendance lists be taken?

Screenshots, participant lists and chat lists will be required for virtual attendees, along with sign-in sheets for physical attendees.

How will reports be shared with those not present?

Consider this alongside the visual considerations as this may require screen share and your visual elements will need to be large and clear enough to accommodate this.

Nominate a producer for the meeting

The background running of virtual and hybrid meetings can be a lot of work. The Chair will require another colleague to monitor the waiting room, share screens as appropriate, spotlight speakers, to set up and run polls if used, help attendees with any connectivity issues and liaise with the venue provider should any technical issues occur during the meeting.

Post-meeting survey

Consider how this will be conducted. SurveyMonkey is a good option but ensure that questions asked do not breach data protection considerations.

Wired connections

Consider how equipment will be placed and, if it requires wired connections, are the leads long enough? Will there be trip hazards? Also be aware that if using any Bluetooth equipment to connect to your laptop, it may affect your wifi connectivity.

The above are all issues that can arise and slow a meeting to the point of intense frustration for participants if not considered well in advance during your preparation and site visits.

Types of hybrid meeting

Guest and presenter hybrid

This kind of hybrid meeting would feature all attendees present physically with guests attending on screen virtually for any appropriate sessions.

Pros

• Many of the conduct of business issues are not applicable.

• This would allow an Association access to a greater variety of guest and staff speakers.

• Resolves the occasional issue of meeting clashes which prevent National Executive Members from being able to attend.

Cons

• All the audio, visual and connectivity issues need to be thought through, although they are lessened in some areas by virtue of the fact that there a limited number of virtual attendees, particularly if they are non-voting attendees.

One in, all in hybrid

Where those attending physically are all in the virtual meeting through their own devices.

Pros

• No requirement for specialist AV set-up.

• Conduct of business is easier as the experience is shared equally.

Cons

• Audio can become problematic for those in physical attendance.

• Connectivity needs to be assured at the venue.

Physical and virtual hybrid mix

Where there are members present in the physical space without their own devices to access the meeting and members joining via virtual meeting.

Pros

• Highly inclusive if well prepared and conducted using professional AV set-up.

Cons

• All the audio, visual, connectivity and conduct of business issues apply and must be considered.

• Easy to go wrong if not well prepared and not using professional AV set-up.

• Physical numbers in attendance are limited. Venues offering hybrid meeting spaces are typically limited to around 20 attendees, which ensures the audio and visual elements have the quality needed for a successful meeting.

• The cost of venue hire is greater when including the hybrid facilities.

Broadcast hybrid events

A broadcast event can include being streamed out only or include an audience with a top table being filmed and streamed out. There can be some interactivity with guest speakers attending virtually or remote delegates coming in to and ask questions. This is the hybrid option that was used for Annual Conference in 2020.

Pros

• Enables a large number of delegates to take part.

Cons

• Requires a lot of advance preparation and full dress rehearsal is a must to ensure that all is in working order for every type of participant.

• Costly - beware of attempting this kind of event at low cost, always use a reputable technical partner and seek advice from the Conferences and Events Team.

• Connectivity - the venue must have high-speed internet lines or the event may fail entirely.

GDPR

The platforms used for any video meetings are also subject to GDPR considerations as our members’ personal data is used in order for them join and participate.

Platforms that send data outside Europe should be avoided as these contravene GDPR provisions. Apps such as MS Teams and Starleaf are compliant.

In the case of Zoom, for any Local Association that has transferred its account to fall under the main NASUWT umbrella, a data-sharing agreement is now in place which will cover its use.

Many Associations have made the transfer and if you have not already done so, it is recommended that you do. The transfer will give access to branding and is more cost-effective for Associations. Please email NASUWT for help in making the transfer.

Summary

Whilst it may be tempting to conduct hybrid meetings with equipment purchased by the Association, thought should be given to the experience of attendees.

It is possible to purchase a good-quality video conferencing unit with far-field mics and wide-angle camera and a mini projector for under £300. However, this set-up will only be of use for a very limited number of physical attendees, no more than eight and less if spaced out for Covid safety, and will still have limitations in quality. Spending much more will not improve on this and could result in costly investment in equipment that will rarely be used.

Please consider all the advice above in making any choices. A list of potential equipment choices is given below.

It may be suitable option for very rural small Associations with no access to venues with hybrid meeting facilities, but should be tested before purchase if at all possible.

The equipment required for a hybrid experience of good quality runs into the tens of thousands and requires an infrastructure to support it. Many hotels are making such an investment in facilities, but there is an added cost to the room hire as a consequence.

This should not be considered an inhibiting factor when deciding on a programme of meetings using hybrid options. The key factor must always be member experience and participation.

Venues will always negotiate on costs and very often reduce them considerably, particularly if there is potential for repeat bookings, so do not be afraid to counter the first quote with a much lower offer in line with your budget.

Remember, whichever options you choose for a hybrid meeting programme, member experience is the crucial factor in ensuring future attendance and building inclusivity, diversity and democracy within the Union.

Always test your set up-in advance and prepare thoroughly. Always get participant feedback.