Advanced hybrid meetings’ framework – a toolbox for increasing the efficiency
Schakir, Yasmin (2022)
2022
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Julkaisun pysyvä osoite on
https://urn.fi/URN:NBN:fi:amk-2022060816769
https://urn.fi/URN:NBN:fi:amk-2022060816769
Tiivistelmä
The situation with the pandemic since spring 2020 has substantially changed the entire setting of official international meetings and, as a consequence, meeting organizers have been obliged to react quickly and adapt the already scheduled physical meetings firstly into well-functioning remote meetings and more recently to build whole new strategies for hybrid meetings.
The purpose of this thesis is to collect learnings and feedback from the first years of remote and hybrid international high-level meetings as well as to provide recommendations and to develop an advanced framework together with a practical toolbox for successful official hybrid meetings.
Recent studies and academic literature on the virtual space, hybrid strategies, team cohesion and environmental impact of remote and hybrid events were used as a theoretical basis for this thesis. The process was inspired by service development and the various stages were described from this perspective together with the research methods. The methods chosen for this thesis include constructive research for building the framework for new ways of working in virtual and hybrid settings as well as in-depth interviews for making the development fit for the chosen context.
This thesis aims to answer the questions on what the main challenges in organizing virtual and hybrid meetings are and how these meetings should be arranged in order to make them efficient and a new norm in the international context of conference management to address the recent transformational change. The answer is discussed in the two core areas presented in this thesis: firstly, hybrid strategies with efficient meeting format focusing in particular on finding solutions to overcome issues related to the hybrid setting and secondly social aspects and team cohesion aiming at the relation-building among the meeting participants.
In order to bring efficiency to organizing hybrid meetings, the recommendation from this study is to implement a new advanced hybrid meetings’ framework, including a practical toolbox composed of a hybrid meetings’ canvas, checklist for organizing virtual and hybrid meetings and scheduling table for hybrid meetings. This framework and toolbox can also be applied by any international organization arranging high-level remote or hybrid meetings.
The purpose of this thesis is to collect learnings and feedback from the first years of remote and hybrid international high-level meetings as well as to provide recommendations and to develop an advanced framework together with a practical toolbox for successful official hybrid meetings.
Recent studies and academic literature on the virtual space, hybrid strategies, team cohesion and environmental impact of remote and hybrid events were used as a theoretical basis for this thesis. The process was inspired by service development and the various stages were described from this perspective together with the research methods. The methods chosen for this thesis include constructive research for building the framework for new ways of working in virtual and hybrid settings as well as in-depth interviews for making the development fit for the chosen context.
This thesis aims to answer the questions on what the main challenges in organizing virtual and hybrid meetings are and how these meetings should be arranged in order to make them efficient and a new norm in the international context of conference management to address the recent transformational change. The answer is discussed in the two core areas presented in this thesis: firstly, hybrid strategies with efficient meeting format focusing in particular on finding solutions to overcome issues related to the hybrid setting and secondly social aspects and team cohesion aiming at the relation-building among the meeting participants.
In order to bring efficiency to organizing hybrid meetings, the recommendation from this study is to implement a new advanced hybrid meetings’ framework, including a practical toolbox composed of a hybrid meetings’ canvas, checklist for organizing virtual and hybrid meetings and scheduling table for hybrid meetings. This framework and toolbox can also be applied by any international organization arranging high-level remote or hybrid meetings.