{ "@context": "https://schema.org", "@type": "ScholarlyArticle", "@id": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#paper", "aboutThisFile": { "whatThisIs": "A research brief: a structured summary of one paper, prepared for seanrintel.com from the paper's full text.", "howItWasMade": "This brief was prepared with AI assistance and published by Sean Rintel. It is not the authors' published text.", "whatIsVerbatim": "Only 'quote' fields, figure captions and 'abstract' are the authors' own words. Research questions follow the paper's wording where it states them. Takeaway, summaries, answers, definitions and method are the site's plain-language paraphrase.", "howItIsChecked": "Before publication every quote is matched against the paper and every number in the brief is found in it. 'verified' is the date of the last check.", "howToUse": [ "For a quick answer, use 'takeaway' and 'questions'. For evidence, use 'findings' (each has a verbatim quote, its location in the paper and a 'url' anchored to that finding on the paper's page).", "Locations such as '§5.2, p. 9' refer to the version at 'pageNumbersReferTo'.", "For anything not covered here, read the paper itself: 'fullTextSources' lists free versions first.", "If 'researchOverview' is present, the paper is part of one of Sean Rintel's research overviews: it gives the overview's thesis, the claims this paper is evidence for and its role in each, and the other papers in the overview.", "To find other papers by Sean Rintel, use the catalogue at https://seanrintel.com/publications/index.json." ], "authorship": "Sean Rintel's role on each paper: lead author when he is first author, sole author when he is the only author, and otherwise senior author. Senior author here means the senior researcher on the team, whatever his position in the author list.", "howToCite": "Cite the paper, not this file: use 'citation' or the ready-made 'bibtex' (DOI where given) and name every author. Attribute paraphrase to the paper's findings, and use quotation marks only for 'quote' text." }, "name": "(Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design", "author": [ { "@type": "Person", "name": "Banu Saatçi" }, { "@type": "Person", "name": "Kaya Akyüz" }, { "@type": "Person", "@id": "https://seanrintel.com/#sean-rintel", "name": "Sean Rintel", "url": "https://seanrintel.com/", "sameAs": [ "https://orcid.org/0000-0003-0840-0546", "https://scholar.google.com/citations?user=xc25GRgAAAAJ", "https://www.wikidata.org/wiki/Q102369654", "https://www.microsoft.com/en-us/research/people/serintel/", "https://www.linkedin.com/in/seanrintel" ] }, { "@type": "Person", "name": "Clemens Nylandsted Klokmose" } ], "datePublished": "2020-11", "doi": "10.1007/s10606-020-09385-x", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html", "citation": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x", "bibtex": "@article{saati2020re,\nauthor = {Saatçi, Banu and Akyüz, Kaya and Rintel, Sean and Klokmose, Clemens Nylandsted},\ntitle = {(Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design},\nyear = {2020},\nmonth = {November},\nurl = {https://doi.org/10.1007/s10606-020-09385-x},\npages = {769-794},\njournal = {Computer Supported Cooperative Work (CSCW)},\nvolume = {29},\ndoi = {10.1007/s10606-020-09385-x},\n}", "abstract": "Despite sophisticated technologies for representational fidelity in hybrid meetings, in which co-located and remote participants collaborate via video or audio, meetings are still often disrupted by practical problems with trying to include remote participants. In this paper, we use micro-analysis of three disruptive moments in a hybrid meeting from a global software company to unpack blended technological and conversational practices of inclusion and exclusion. We argue that designing truly valuable experiences for hybrid meetings requires moving from the traditional, essentialist, and perception-obsessed user-centered design approach to a phenomenological approach to the needs of meetings themselves. We employ the metaphor of ‘configuring the meeting’ to propose that complex ecologies of people, technology, spatial, and institutional organization must be made relevant in the process of design.", "fullTextSources": [ { "kind": "freeAccess", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.pdf", "label": "Author's Copy" }, { "kind": "publisher", "url": "https://doi.org/10.1007/s10606-020-09385-x", "label": "DOI", "note": "Publisher version; may require a subscription." } ], "fullTextAvailable": true, "takeaway": "Meeting-centered design can make hybrid meetings more inclusive by configuring the meeting itself, not just the user. It makes the meeting's turn order, expected behaviour and technical state visible to everyone. Otherwise people keep meetings on track by sidelining remote colleagues whom the technology fails.", "researchOverview": { "name": "Better Meetings", "page": "https://seanrintel.com/better-meetings.html", "json": "https://seanrintel.com/overviews/better-meetings.json", "markdown": "https://seanrintel.com/overviews/better-meetings.md", "thesis": "A meeting's purpose should shape everything about it, yet many meetings run without one stated. Good help with meeting goals moves people from wherever they start, with depth that fits the meeting.", "claimsThisPaperFeeds": [ { "claim": "A meeting's purpose is everyone's job, but asking what it is can feel risky, especially for junior staff", "role": "supporting evidence", "url": "https://seanrintel.com/better-meetings.html#m4" } ], "otherPapers": [ { "study": "Interviews: how people hold meeting goals", "title": "Mental Models of Meeting Goals: Supporting Intentionality in Meeting Technologies", "page": "https://seanrintel.com/publications/mental-models-of-meeting-goals-supporting-intentionality-in-meeting-technologies.html", "researchBrief": "https://seanrintel.com/publications/mental-models-of-meeting-goals-supporting-intentionality-in-meeting-technologies.json" }, { "study": "Probe study: AI-drafted meeting plans", "title": "The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings", "page": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html", "researchBrief": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.json" }, { "study": "Coaching study: an AI coach before real meetings", "title": "What Does Success Look Like? Catalyzing Meeting Intentionality with AI-Assisted Prospective Reflection", "page": "https://seanrintel.com/publications/what-does-success-look-like-catalyzing-meeting-intentionality-with-ai-assisted-prospective-reflection.html", "researchBrief": "https://seanrintel.com/publications/what-does-success-look-like-catalyzing-meeting-intentionality-with-ai-assisted-prospective-reflection.json" }, { "study": "Probe study: goal check-ins during meetings", "title": "Are We On Track? AI-Assisted Active and Passive Goal Reflection During Meetings", "page": "https://seanrintel.com/publications/are-we-on-track-ai-assisted-active-and-passive-goal-reflection-during-meetings.html", "researchBrief": "https://seanrintel.com/publications/are-we-on-track-ai-assisted-active-and-passive-goal-reflection-during-meetings.json" }, { "study": "Recordings and design: looking back and ahead in meetings", "title": "Designing Interfaces that Support Temporal Work Across Meetings with Generative AI", "page": "https://seanrintel.com/publications/designing-interfaces-that-support-temporal-work-across-meetings-with-generative-ai.html", "researchBrief": "https://seanrintel.com/publications/designing-interfaces-that-support-temporal-work-across-meetings-with-generative-ai.json" }, { "study": "Field experiment: nudging attention to meeting goals", "title": "Nudging Attention to Workplace Meeting Goals: A Large-Scale, Preregistered Field Experiment", "page": "https://seanrintel.com/publications/nudging-attention-to-workplace-meeting-goals-a-large-scale-preregistered-field-experiment.html", "researchBrief": "https://seanrintel.com/publications/nudging-attention-to-workplace-meeting-goals-a-large-scale-preregistered-field-experiment.json" }, { "study": "Position paper: goals in human-AI work", "title": "Goals as First-Class Abstractions in Human-AI Collaboration", "page": "https://seanrintel.com/publications/goals-as-first-class-abstractions-in-human-ai-collaboration.html", "researchBrief": "https://seanrintel.com/publications/goals-as-first-class-abstractions-in-human-ai-collaboration.json" }, { "study": "System design: AI-mediated shared workspaces", "title": "Stund: Activity-Enriched Collaborative Workspaces Mediated by Artificial Intelligence", "page": "https://seanrintel.com/publications/stund-activity-enriched-collaborative-workspaces-mediated-by-artificial-intelligence.html", "researchBrief": "https://seanrintel.com/publications/stund-activity-enriched-collaborative-workspaces-mediated-by-artificial-intelligence.json" }, { "study": "Interviews and narration: what attention in video is for", "title": "Classification of Functional Attention in Video Meetings", "page": "https://seanrintel.com/publications/classification-of-functional-attention-in-video-meetings.html", "researchBrief": "https://seanrintel.com/publications/classification-of-functional-attention-in-video-meetings.json" }, { "study": "Interviews: low engagement as a choice", "title": "Low Engagement As a Deliberate Practice of Remote Participants in Video Meetings", "page": "https://seanrintel.com/publications/low-engagement-as-a-deliberate-practice-of-remote-participants-in-video-meetings.html", "researchBrief": "https://seanrintel.com/publications/low-engagement-as-a-deliberate-practice-of-remote-participants-in-video-meetings.json" }, { "study": "Research synthesis: collaboration and meetings", "title": "Collaboration and Meetings – Chapter 1 of the 2021 New Future of Work report", "page": "https://seanrintel.com/publications/collaboration-and-meetings.html" }, { "study": "Telemetry and diaries: multitasking in remote meetings", "title": "Large Scale Analysis of Multitasking Behavior During Remote Meetings", "page": "https://seanrintel.com/publications/large-scale-analysis-of-multitasking-behavior-during-remote-meetings.html", "researchBrief": "https://seanrintel.com/publications/large-scale-analysis-of-multitasking-behavior-during-remote-meetings.json" }, { "study": "Survey and dashboard study: feedback on inclusive meetings", "title": "MeetingCoach: An Intelligent Dashboard for Supporting Effective and Inclusive Meetings", "page": "https://seanrintel.com/publications/meetingcoach-an-intelligent-dashboard-for-supporting-effective-inclusive-meetings.html", "researchBrief": "https://seanrintel.com/publications/meetingcoach-an-intelligent-dashboard-for-supporting-effective-inclusive-meetings.json" }, { "study": "Survey and diaries: chat alongside video meetings", "title": "The Promise and Peril of Parallel Chat in Video Meetings for Work", "page": "https://seanrintel.com/publications/the-promise-and-peril-of-parallel-chat-in-video-meetings-for-work.html", "researchBrief": "https://seanrintel.com/publications/the-promise-and-peril-of-parallel-chat-in-video-meetings-for-work.json" }, { "study": "Diary study: video meetings in the pandemic", "title": "Meeting (the) Pandemic: Videoconferencing Fatigue and Evolving Tensions of Sociality in Enterprise Video Meetings During COVID-19", "page": "https://seanrintel.com/publications/meeting-the-pandemic-videoconferencing-fatigue-and-evolving-tensions-of-sociality-in-enterprise-video-meetings-during-covid-19.html", "researchBrief": "https://seanrintel.com/publications/meeting-the-pandemic-videoconferencing-fatigue-and-evolving-tensions-of-sociality-in-enterprise-video-meetings-during-covid-19.json" }, { "study": "Survey and telemetry: chat and voice in meetings", "title": "Virtual voices: Exploring individual differences in chat and verbal participation in virtual meetings", "page": "https://seanrintel.com/publications/virtual-voices-exploring-individual-differences-in-chat-and-verbal-participation-in-virtual-meetings.html", "researchBrief": "https://seanrintel.com/publications/virtual-voices-exploring-individual-differences-in-chat-and-verbal-participation-in-virtual-meetings.json" } ] }, "whyItMatters": { "stateOfTheArt": { "summary": "Research spread across studies of online, remote, virtual and distributed meetings and work has had one main focus, yet meetings still stall when remote participants have technology trouble.", "quote": "has focused on remote participant fidelity and equality of local and remote participation", "location": "§2, pp. 2–3" }, "contribution": { "summary": "Rather than improving how well remote people are seen and heard, the authors analyse moment by moment how one real meeting handled three breakdowns. The authors borrow the idea of 'configuring' from science and technology studies to move the design target from the individual user to the meeting.", "quote": "our suggested design implication is to think about these aspects and others as 'configuring the meeting' and not just the users", "location": "§6.2.4, p. 19" }, "whoCares": { "summary": "Designers of hybrid meeting software and hardware, and the organisations and teams that rely on hybrid meetings.", "quote": "Designing flexible hybrid meeting services and hardware for 'configuring the meeting' is essential to meeting institutional goals and needs", "location": "§6.3, pp. 21–22" } }, "researchQuestions": [ "How do practices of inclusion and exclusion of remote participants arise in hybrid meetings, especially in the context of technology troubles?" ], "concepts": [ { "term": "Inclusion", "definition": "The authors' definition:", "quote": "By inclusion, we mean episodes in which the meeting continuity is disrupted either to organize the participation of a remote user, or to organize meeting tasks around a spatial orientation that accounts for both remote and local participants.", "location": "§1, pp. 1–2" }, { "term": "Exclusion", "definition": "The authors' definition, the counterpart of inclusion:", "quote": "we refer to episodes in which meeting continuity is itself organized to accountably exclude remote participants during or following a technological breakdown", "location": "§1, pp. 1–2" }, { "term": "Configuring", "definition": "Borrowed from Woolgar and extended here from users to the meeting. Woolgar's account:", "quote": "considers the design of a technology to be a process of 'configuring' that 'includes defining the identity of putative users, and setting constraints upon their likely future actions'", "location": "§2, pp. 4–5" }, { "term": "Meeting-centered design", "definition": "Designing for the meeting as a social phenomenon with its own needs, rather than for individual users' perception of fidelity.", "quote": "We suggest that the individual user alone should not be 'configured' since the meeting itself configures the participants in different ways.", "location": "§6.3, pp. 21–22" }, { "term": "Asymmetries of hybrid meetings", "definition": "Following Heath and Luff, video adds its own asymmetries to the physical, social and cultural ones already dividing the room from remote participants. The authors treat them as a problem that keeps remote people at a disadvantage, and breakdowns make it worse:", "quote": "Technological breakdowns exacerbate, and are exacerbated by, such asymmetries.", "location": "§2, p. 4" } ], "method": { "design": "Ethnomethodology and conversation analysis (EM/CA): micro-analysis of three episodes of technological trouble leading to inclusion or exclusion of remote participants, all drawn from the meeting's status round.", "setting": "A single hybrid status-update and brainstorming meeting in 2018 at a global software company in the United Kingdom, using Microsoft Teams, a wall screen for remote participants, and a Microsoft RoundTable 360° panoramic camera on the table.", "sample": "11 co-located participants and two remote participants, plus two observers (one a co-author).", "duration": "One 90-min-long video recording.", "analysis": "Episodes transcribed with Jefferson's transcription system, noting relevant physical details, and analysed for sequential sociotechnical dynamics." }, "findings": [ { "headline": "Silence was read as inattention.", "summary": "In a recorded hybrid status meeting at a software company, with eleven people in the room and two remote, a remote colleague with his camera off did not respond when mentioned. The room began to question whether he was paying attention, and the manager teased him to turn his video on.", "quote": "This summon embeds an institutional 'rule' that video should be available as a means of demonstrating participation.", "location": "§5.1, p. 7", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-1-p-7", "cite": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x (§5.1, p. 7)" }, { "headline": "Camera on, still sidelined.", "summary": "When his video finally came on, the meeting moved straight on without giving him a turn, so turning the camera on did not make him a fuller participant.", "quote": "He is included only insofar as he can be accounted for as a passive participant.", "location": "§5.1, p. 10", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-1-p-10", "cite": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x (§5.1, p. 10)" }, { "headline": "Included in an order they could not see.", "summary": "The manager brought the remote participants in by treating the wall screen as a seat in the table's speaking order. This was an inclusive move, but its cost fell on the remote side.", "quote": "remote participants do not know when they will be asked to talk", "location": "§5.2, p. 12", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-2-p-12", "cite": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x (§5.2, p. 12)" }, { "headline": "'Got the gist' closed the floor.", "summary": "After repeated sound and video failures, the manager ended the remote colleague's status report by saying the room had 'got the gist'. No other channel, such as chat or a phone line, was offered.", "quote": "While having \"got the gist\" treats the remote participant's report as adequate, this is a form of exclusion because it clearly marks further effort as futile.", "location": "§5.3, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-3-p-16", "cite": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x (§5.3, p. 16)" }, { "headline": "Equal time is not equitable.", "summary": "Moving on, possibly so that everyone got the same time, did not give the remote colleague an equal chance to report, and even people in the room did not get equal time afterwards.", "quote": "In the end, neither the equality nor equity of talk is ensured, and, as is often the case in hybrid meetings, a remote participant is partially excluded.", "location": "§5.3, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-3-p-16-2", "cite": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x (§5.3, p. 16)" }, { "headline": "Keeping the meeting going came first.", "summary": "As couples on long-distance video calls do, the meeting's participants put continuity first. Each breakdown was handled in whatever way kept the meeting moving, even at a remote colleague's expense.", "quote": "we observe that participants in hybrid meetings try to overcome technical breakdowns and keep the meeting going either by fixing them, or letting them pass, or incorporating them into the interaction", "location": "§6, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s6-p-16", "cite": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x (§6, p. 16)" } ], "questions": [ { "question": "Why do remote participants get left out of hybrid meetings?", "answer": "Often not through neglect but through efforts to keep the meeting moving. When technology fails, a remote person's silence can be read as inattention. A room under time pressure may decide it has heard enough rather than wait or switch to another channel.", "source": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x", "basedOn": [ { "location": "§5.1, p. 7", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-1-p-7" }, { "location": "§5.3, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-3-p-16" }, { "location": "§6, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s6-p-16" } ] }, { "question": "Does turning your camera on in a hybrid meeting make you more included?", "answer": "Not necessarily. In a recorded status meeting at a software company, with eleven people in the room and two remote, the room insisted on one remote participant's video. But once it came on, the meeting moved on without him, leaving him included only as a passive participant.", "source": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x", "basedOn": [ { "location": "§5.1, p. 7", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-1-p-7" }, { "location": "§5.1, p. 10", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-1-p-10" } ] }, { "question": "Is giving everyone equal speaking time enough to make a hybrid meeting fair?", "answer": "No. In a recorded status meeting at a software company, the manager moved on, possibly so everyone got their slot, cutting short a remote colleague whose sound and video kept failing. Equal time is not an equitable chance to contribute, especially when technical trouble falls on one side.", "source": "Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x", "basedOn": [ { "location": "§5.3, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-3-p-16" }, { "location": "§5.3, p. 16", "url": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html#at-s5-3-p-16-2" } ] } ], "cites": [ { "url": "https://seanrintel.com/publications/hybrid-meetings-in-the-modern-workplace-stories-of-success-and-failure.html", "title": "Hybrid Meetings in the Modern Workplace: Stories of Success and Failure", "location": "p. 24" }, { "url": "https://seanrintel.com/publications/video-calling-in-long-distance-relationships-the-opportunistic-use-of-audiovideo-distortions-as-a-relational-resource.html", "title": "Video Calling in Long-Distance Relationships: The Opportunistic use of Audio/Video Distortions as a Relational Resource", "location": "p. 24" } ], "quantitative": [], "implications": [ { "summary": "Improve technical state awareness, so breakdowns are read as technical problems rather than moral failures.", "quote": "help resolve breakdowns as technological problems and not moral failures", "location": "§6.2.1, pp. 18–19" }, { "summary": "Communicate expected behaviour for when problems arise, such as switching to chat or a landline, or muting when not speaking." }, { "summary": "Communicate meeting formats, including an order of talk that is more inclusive for remote participants.", "quote": "It is feasible to inform users of an order of talk that would be more inclusive for the remote participants", "location": "§6.2.3, p. 19" }, { "summary": "Hybrid meeting design needs to be flexibly configurable to each meeting's needs, goals and dynamics.", "quote": "there is a strong need for design solutions that are flexibly configurable according to the specific needs, goals, and dynamics of each meeting", "location": "§7, p. 22" } ], "limitations": [ { "summary": "The hypothetical self-moderating meeting flow, with virtual turn-taking for everyone, is untested.", "quote": "This will, of course, require further research to be verified.", "location": "§6.2.4, p. 21" }, { "summary": "Configuring meetings in detail beforehand adds planning overhead.", "quote": "causing an increased initial overhead of planning meetings", "location": "§6.2.4, p. 21" } ], "figures": [ { "src": "https://seanrintel.com/publications/figures/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design/fig-1.webp", "caption": "Figure 1. The hybrid meeting setting: Black (participants) and yellow (observers) denote individuals present in the room, green and orange figures on the screen denote remote participants. A Microsoft Roundtable 360° panoramic camera is located in the middle of the table.", "alt": "Floor plan of the meeting room: co-located participants and the manager around a table with a RoundTable camera at its centre, a screen showing two remote participants and one co-located participant, and two observers with cameras.", "location": "Fig. 1, p. 6", "credit": "Figure 1 from Banu Saatçi, Kaya Akyüz, Sean Rintel, and Clemens Nylandsted Klokmose. 2020. (Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design. Computer Supported Cooperative Work (CSCW) 29, 769-794. https://doi.org/10.1007/s10606-020-09385-x" } ], "pageNumbersReferTo": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.pdf", "verified": "2026-10-25", "studyFigure": { "about": "The opening figure on this paper's page, made for the site with AI assistance from this verified brief. It is not the paper's own figure. Evidence entries index this file's quantitative, findings and limitations arrays.", "study": { "kind": "single", "summary": "Conversation analysis of one recorded hybrid status meeting on Microsoft Teams in 2018 at a global software company in the United Kingdom. Eleven people were in the room and two joined remotely.", "steps": [ { "label": "One meeting recorded", "detail": "A 90-minute status and brainstorming meeting, with a wall screen for remote participants and a 360° camera on the table." }, { "label": "Three breakdowns", "detail": "Three episodes of technology trouble during the status round were selected for close analysis." }, { "label": "Close transcription", "detail": "Each episode was transcribed in fine detail, including relevant physical actions." }, { "label": "Moment by moment analysis", "detail": "Each episode was analysed for how talk and technology led to remote participants being included or excluded." } ] }, "findings": { "legend": null, "stages": [ { "title": "How breakdowns played out", "sub": "three episodes in one recorded meeting", "items": [ { "dir": "none", "text": "In this meeting, a remote colleague's silence with camera off was read as inattention.", "detail": "The room questioned whether he was paying attention, and the manager teased him to turn his video on.", "evidence": [ "findings[0]" ] }, { "dir": "none", "text": "In this meeting, turning the camera on did not earn the remote colleague a turn.", "detail": "When his video came on, the meeting moved straight on, leaving him a passive participant.", "evidence": [ "findings[1]" ] }, { "dir": "none", "text": "The manager included remote participants by treating the wall screen as a seat at the table.", "detail": "This inclusive move had a cost for the remote participants, who could not see when their turn would come.", "evidence": [ "findings[2]" ] }, { "dir": "none", "text": "After repeated sound and video failures, the manager closed a remote report as having got the gist.", "detail": "No other channel, such as chat or a phone line, was offered. The authors treat this as a form of exclusion.", "evidence": [ "findings[3]" ] } ] }, { "title": "What the pattern shows", "sub": "the paper's analysis and argument", "items": [ { "dir": "none", "text": "In this meeting, moving on to share time equally did not give equal chances to report.", "detail": "The remote colleague was partly excluded, and even people in the room did not get equal time afterwards.", "evidence": [ "findings[4]" ] }, { "dir": "none", "text": "In this meeting, participants handled each breakdown in whatever way kept the meeting moving.", "detail": "Participants fixed breakdowns, let them pass or worked them into the talk, even at a remote colleague's expense.", "evidence": [ "findings[5]" ] }, { "dir": "none", "text": "The paper argues design should configure the whole meeting, not just each user.", "detail": "The authors propose making a meeting's order of talk, expected behaviour and technical state visible to everyone.", "evidence": [ "takeaway" ] } ] } ] }, "keyTerm": "meeting-centered design", "takeaway": "Meeting-centered design can make hybrid meetings more inclusive by configuring the meeting itself, showing everyone its turn order, expected behaviour and technical state. Otherwise people may keep meetings on track by sidelining remote colleagues the technology fails." } }