From facilitator to navigator: Leading and engaging hybrid meetings

Abstract

The rise of hybrid work in the Netherlands has increased the number of meetings where some participants are remote and others on-site. In agile software development, this change affects high-interaction processes such as requirements elicitation. While prior research addresses hybrid collaboration in general, there is limited insight into how it specifically impacts requirements elicitation. Existing studies mainly focus on tools or broad barriers without exploring how collaboration breaks down when elicitation techniques are applied in hybrid settings. This leaves requirements engineers without structured guidance to address hybrid-specific challenges, risking reduced participation, engagement, and facilitation quality. This thesis applies a design science methodology in five phases: problem identification, design objectives, design and development, demonstration and evaluation, and communication. Literature review and interviews with requirements engineers, product owners, and clients identified three key challenges: unequal participation, insufficient focus, and facilitation difficulty. Based on these findings, three alternative approaches were developed and integrated into a three-pillar intervention strategy: Setup (meeting environment), Structure (meeting design and leadership), and Awareness (participant behavior and mindset). The strategy was tested in three real-world hybrid meetings. Evaluations showed improved focus, more balanced participation, and positive participant reception. The final output is a practical roadmap with three levels of intervention: quick wins, facilitator behavioral adjustments, and collective behavioral adjustments. This research contributes scientifically by identifying hybrid-specific elicitation challenges and offering a layered, tool-independent strategy tested in practice. It contributes to practice by providing a low-barrier approach that does not require major system changes. While results are promising, generalizability depends on context factors such as digital infrastructure, team culture, and facilitation readiness. Future research should validate the roadmap across different organizations and assess its long-term impact.