Digital meetings took a huge leap forward during the pandemic – to some frustration, but also as an invaluable solution for many. Suddenly, it became possible to bring people together from all corners of the world in a way that had never been possible before. Today, digital and hybrid meetings have become a natural part of our everyday lives, but one challenge still remains for many: how do you actually run an engaging hybrid event, where everyone feels equally involved, whether they are there physically or via link?
Think hybrid kickoff from the start
To succeed in creating the same dynamic remotely as for those participating physically, you need to start with a hybrid format early in the planning process. This is especially true when organizing a kickoff, where the aim is often to promote community, energy, and inspiration.
Think through the purpose
What do you really want the participants to get out of the kickoff? What types of meetings and experiences do you want to help create and what should the atmosphere be like? What should the participants take away from the day?
Think through the layout
Should the entire kickoff be hybrid or just certain parts?
Try to think creatively but also be realistic. Some elements such as lectures, workshops or training can work great even for remote participants, while other elements such as practical team building exercises and outdoor activities may not be as suitable.
Choose the right technology – and test in advance
The biggest challenge in hybrid meetings is often the technology. To avoid unnecessary interruptions and frustrated participants, it’s important to be aware of what kind of technical equipment is needed. And remember to always test the technology in advance!
Correct picture and sound
Make sure everyone will be able to see and hear properly by using a good camera and external microphone for clear sound. Do you need a professional streaming solution or is Zoom/Teams enough? Tip! Set up an extra camera that captures both the presenter and the participants in the room. This makes it easier to create a “we” feeling even for those participating online.
Stable connection
Talk to the conference facility staff and make sure that the internet connection is fast and stable. Feel free to ask to test the connection on site in advance and always have a plan B, such as a mobile hotspot, on hand in case the network suddenly starts to falter once kickoff is underway.
Create an engaging kickoff program
Now it's time to plan how the kickoff will be implemented. Think carefully about each point on the program that will work in a hybrid format.
Surprise kit
Why not go all in and kickstart the meeting with a nice little gift? Hand out a welcome kit to those in attendance and send the same package in advance to digital attendees. Fill it with a personal greeting, agenda, pen, notepad and something good to chew on – a simple but nice gesture that creates togetherness and a positive feeling for everyone.
Check in together
Start the kickoff with an interactive icebreaker or short digital check-in where all participants get a chance to say hello and get to know each other better.
Tip! Three examples of get-to-know-you activities that work in a hybrid format:
1. Word cloud of expectations
Participants enter a word that describes their expectations for the kickoff in a digital tool (e.g. Mentimeter). The result is displayed in a word cloud on a shared screen and discussed briefly. Can then be used as a common thread during the kickoff.
2. Two truths and a lie
Participants share three statements about themselves – two true and one false, verbally or in the chat. Everyone (both in the room and online) then guesses which one is the lie by a show of hands, in the chat, or using an interactive tool like Mentimeter. The presenter then reveals the answer and briefly tells about themselves.
3. Guess the colleague
Collect fun facts in advance and present them anonymously on a screen. Participants, both physical and digital, guess who the statement is about via a show of hands, chat, or voting. The correct person is revealed and can tell more about themselves.
Appoint a chat host or moderator
To create an inclusive kickoff, it's important to make sure no one is left out. Give someone in the room the responsibility of keeping track of the chat, picking up questions, and taking in comments from the digital participants in the conversation.
Make the content interactive
No one likes long, monotonous meetings. Instead, use visuals or digital tools like Kahoot or Mentimeter to create live polls or interactive quizzes to keep the energy high. Divide the physical participants into smaller discussion groups. The digital participants are simultaneously divided into online breakout rooms. All groups, both physical and digital, discuss in parallel and can then share their insights with the whole group.
Surprise with unexpected elements
Break up the program into different parts to create dynamics. For example, a more low-key meeting can be interspersed with inspiring speakers, a 5-minute movement break, or a musical performance. And remember to plan several breaks in the program to keep up energy and motivation, even for those participating from a screen.
A memorable ending
The end of a kickoff is just as important as the beginning. It’s the last chance to reinforce the sense of community, inspire participants, and create a common thread for what’s to come. Make sure everyone leaves the meeting energized and with a clear picture of what’s next.
Celebrate successes
Highlight great achievements from the past year. Highlighting successes, both big and small, strengthens team spirit and can inspire participants to encourage and motivate each other even more.
Summarize the day
End with a short summary where you gather insights from the day's meetings and workshops. Decide what the next steps should be and how you will take forward the ideas and plans that have emerged.
Follow up
What worked best? What could be improved? Send out a short survey to all participants a few days after the kickoff or schedule individual conversations to collect feedback and suggestions that can make the next event even more successful.
Do you need help planning a really great kickoff?
Whether you meet physically, digitally or in a hybrid solution, we help you plan and execute an inspiring kickoff where everyone feels involved.