Combining a virtual and traditional work setting How to efficiently organize meetings in a hybrid setting

Abstract

Following the recent pandemic, Covid-19, the way co-operations practised meetings saw a drastic change. From assembling involved parties in a common space to utilizing meeting software which allowed for meetings to be conducted through computers and mobile devices. Virtual meetings and hybrid meetings became popular substitutes for traditional meetings but were found to come with implications of their own. In the case of Ramboll, the company participating in the case study, hybrid meetings were found to be the substitute in need of the most aid. Through an initial literature review, an observation study and an interview study were developed. The three methodologies resulted in a clear mapping of the root of the issue, which showed itself to be the way the company conducted meetings in general and not a problem inherent to hybrid meetings. The literature review produced fourteen aspects of meetings which all impacted the efficiency of Ramboll’s meetings. During the observation study, these fourteen aspects were investigated to determine which were in the largest need of support for the company to make improvements. Ultimately, a list of bullet points describing how to chronologically conduct hybrid meetings in an efficient manner, in regards to Ramboll’s situation was constructed.