Adjusting to an all-virtual training room last spring required overnight change. And while some of us were no strangers to Zoom-land, many of our adult learners were. To be sure, very few of us had full command of all Zoom’s features.

We now have a solid idea of pros and cons of virtual learning. Pros: No commute in order to attend; more people have access to learning, as long as they have wifi; no physical student materials to prep, and probably a lot of paper saved as a result. Cons: Engagement requires more planning, practice, and expertise on the part of the facilitator; everything takes more time; and Zoom fatigue is real.

And we’ve had plenty of time to learn how to create virtual learning experiences that are as enriching as IRL learning experiences. As pandemic conditions ease and IRL training rooms re-open, knowing that the days of “packing students in like sardines” is over, it turns out that we must meet demand for a hybrid classroom.

When I’m asked to consult on the development of hybrid classrooms in the pandemic, there are four main areas we discuss before jumping into a training room redesign:

Virtual Host
Rather than expect an instructor or facilitator to run both the IRL and the virtual classes, a Virtual Host in the IRL classroom can manage the virtual space and make seamless the two experiences while the instructor is leading the IRL class. The Virtual Host can assist virtual attendees and enhance their experience without disrupting the flow of the overall class. Sample tasks for Virtual Host:
- Admitting attendees to the Zoom room
- Providing technical support
- Answering questions in the chat box, and elevating questions and issues to the instructor that need to be addressed
- Dropping links to resources in the chat box
- Creating and managing breakout rooms for virtual attendees
Audio requirements
- Two audiences must hear the same instructor. A wireless lav microphone for the instructor is a must. Although there are many models out there around the low price point of $30, I recommend not skimping on this vital piece of hybrid classroom equipment and shopping closer to the $100 range for a more reliable investment. The Virtual Host must remember to set the Zoom microphone to pick up the instructor’s audio.
- You can decide ahead of time if you want virtual learners to be able to be heard by the IRL class as well. Many virtual learners appreciate being able to mute themselves for the entirety of a class, and are content to drop their questions into the chat box. But if you are committed to being able to hear virtual learners IRL, consider what cables and equipment will best serve this.
  - If your IRL training room is pre-wired for sound, you might be able to use an HDMI or simple audio cable to connect the Zoomed computer to the room’s sound system
  - In a small training room, you can use a high-quality portable bluetooth speaker
Visual requirements
- Ideally, two audiences will see the same instructor. The camera that’s “on” the instructor and the slide deck at the front of the IRL training room is also feeding Zoom, and so it must be connected to both the computer that the Virtual Host is using to run the Zoom as well as the camera itself. The connections may be wireless, wired, or both. Committing to this requires time to experiment with different equipment, placement, and angles, and may benefit from investment in equipment. I personally like to play around with what’s available before I make a shopping list, because this list can get pricey real quick.
- Many hybrid classrooms skip this next option: the IRL learners being able to see the virtual learners. This means having a projection screen in the IRL training room, plus a second display for the Zoom video with virtual learners. You don’t always have to have the Zoom feed displayed in the IRL classroom, though. It’s possible to toggle what’s on a single projection screen between a slide deck and a Zoom feed — this simply requires additional planning, practice, and commitment to power through technical challenges.
- Frankly, most hybrid classrooms skip this next option as well: the virtual learners being able to see the IRL learners. This would require a second camera on the IRL learners, and the Virtual Host toggling between the two cameras in Zoom.
  - Or, in some IRL training rooms, there is a 360-degree, ceiling mounted camera that can change focus anywhere in the room. I’ve heard mixed feedback on these cameras for virtual classes. They often have an automatic feature where the camera will change view to the source of sound. This alleviates the need for the Virtual Host to manually control the view of the camera by using the camera app at the same time as they are running the Zoom room. But I’ve also heard from learners that sound quality in the ceiling-mounted camera is inferior to an instructor’s wireless lav mic.
Physical space
Social distancing requirements aside, here are a few considerations for the IRL training room:
1. Where can the IRL instructor move so that they remain on camera? Marking the boundaries of this area on the floor with masking tape can help keep the instructor in the frame so virtual learners stay engaged.
2. Where will the Virtual Host sit in the room in relation to the instructor? It takes time to figure out the best placement of this key person as well as all necessary computers, cameras, and cords.
3. Can IRL learners see all necessary visuals — not just the usual IRL tools such as a flip chart, smart board, sample tables, etc., but also the instructor themselves and the various screens and displays for the virtual side of the class? And can they still move around the room to form exercise groups and otherwise participate fully IRL?
Practice, and new practices
We can’t ever be too confident, thinking that one small change in a hybrid setup is a “no brainer” and requires no additional practice to integrate. We should instead assume that every change might affect one or two other pieces of the hybrid setup, and make time to prepare and practice. In fact, I even caution people against assuming if any setup worked once, it will work flawlessly again. Be ready for things to not go according to plan, and have a Plan B, Plan C, and so on.

It’s a good idea for the instructor and Virtual Host to get into the training room together and spend solid time together before class, planning and practicing setup, breakdown, key tech equipment transitions, activities, and how they will communicate during the class.

And in the interest of “keeping it real,” I encourage my fellow instructors to slim down their presentations, because while everything takes longer in Zoom Land, it takes even longer in a hybrid environment. If we want to create transformative learning experiences, we’re much more likely to do so when we aren’t running 120mph through a lecture that covers 120 pages in 2 hours.

This blog post is so long! If you’ve made it this far, I’d like to know: Have you taken any steps to convert your IRL training room into a hybrid? Is there a device or tool you’d recommend? Any advice for others, based on your experience?