Google Meet Companion Mode: How It Works

Effective communication between in-person and remote participants is essential in today's hybrid work environment. Google Meet's Companion Mode is a powerful tool designed to improve hybrid meetings by allowing attendees in the same room to join a video meeting on a secondary device.

This article will explain how Companion Mode works, its key features, benefits, practical applications, and tips for maximizing its use in hybrid meetings to ensure the perfect meeting experience.

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What is Companion Mode in Google Meet?

Google Meet's Companion Mode enhances hybrid meetings where some participants are in the same room while others join remotely. This mode ensures everyone can access the same meeting features, whether remote or in-person.

Google Meet Companion Mode allows users to join a video meeting on a secondary device, such as a laptop or tablet, with the microphone and video turned off by default. This setup minimizes audio feedback and ensures clear communication within the meeting room.

Hybrid meetings often face challenges where in-room participants lack access to interactive features like chat, polls, and Q&A. Companion Mode solves this by letting in-room participants use their personal devices to interact with these features.

Key features and functionalities

1. Chat and Polls: Use your secondary device to participate in chat discussions and polls without disrupting the meeting room's main audio and video setup.
2. Screen Sharing: Share your screen from your secondary device, making presentations more dynamic and interactive.
3. Raise Hand and Reactions: Virtually raise your hand to speak or use reactions to provide instant feedback.
4. Captions and Q&A: Turn on captions to follow along more easily and participate in Q&A sessions using your device.
5. Importance of collaboration equity in meetings: Ensuring all participants have equal access to meeting features leads to effective collaboration. Companion Mode promotes "collaboration equity" by enabling in-room attendees to engage as fully as their remote counterparts. This engagement leads to more interactive and productive meetings where every voice can be heard and every participant can contribute equally.

By combining these elements, Google Meet's Companion Mode creates a more balanced and inclusive meeting experience.

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Why Use Companion Mode?

Here are a few reasons why you should consider using Companion Mode:

Enhancing Participant Experience in Hybrid Meetings

Companion Mode improves everyone's experience in hybrid meetings. When some participants are remote, and others are in the same room, it can be hard to ensure equal participation. Companion Mode solves this by allowing in-room attendees to engage fully with the meeting features. This makes the meeting more interactive and ensures everyone feels included.

Benefits of Using a Second Screen

Using a second screen in Companion Mode brings many advantages:

1. Multitasking Made Easy: You can view the presentation on one screen while interacting with meeting features on the other.
2. Better Focus: Separating tasks across two screens helps maintain focus on the main content.
3. Enhanced Interaction: Access chat and other interactive features without losing sight of the main presentation.

Reducing Audio Feedback Issues

One of the biggest problems in hybrid meetings is audio feedback, which happens when multiple microphones pick up the same sound. Companion Mode addresses this by automatically turning off the microphone and speakers on the secondary device. This setup reduces the risk of echoes and ensures a clearer audio experience for everyone.

By providing these advantages, Companion Mode creates a more inclusive and efficient meeting environment.

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How to Activate Companion Mode in Google Meet

Follow these steps to activate Companion Mode in Google Meet:

1. Using a Meeting Invite

1. When you receive a Google Meet invite, open the email or calendar event.
2. Click the "Join Call" button.
3. Click "Use Companion Mode."

4. If you are in a conference room, check in to display your name and the room name on your participant tile.

2. Using a Short Link (g.co/companion)

• Launch your web browser and visit g.co/companion.
• On the Google Meet home screen, select your scheduled meeting or enter the meeting code.
• Click "Join" to enter the meeting using Companion Mode.

3. Presenting Using a Short Link (g.co/present):

• Use any web browser and go to g.co/present.
• Choose the scheduled meeting or enter the meeting code.
• Decide which screen or window to present.
• Click "Share" to start sharing your screen or content.

By following these steps, you can easily activate and use Companion Mode in Google Meet, ensuring a smooth and productive hybrid meeting experience.

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Companion Mode Use Cases

Joining from an Office Meeting Room

Companion Mode is perfect for those attending meetings from an office setting. Here’s how it works:

• Enable Companion Mode: When in a conference room, join the meeting using Companion Mode on your laptop.
• Engage in Activities: You can use features like chat, polls, and Q&A without interfering with the room's audio system.
• Check-In: This links your name to the conference room, ensuring everyone knows who is speaking.

Using a Second Screen for Presentations or Captions

A second screen can be a game-changer in meetings. Here's why:

• Enhanced Visibility: Use a second screen to view presentations or captions more clearly.
• Avoid Distractions: Keep your main screen focused on participants while using the second screen for additional tasks.
• Easy Presenting: Use Companion Mode to present from one screen while monitoring reactions on another.

Examples of Business Scenarios

Companion Mode shines in various business scenarios:

• Team Workshops: Enable interactive sessions where participants can use chat and polls alongside main presentations.
• Client Meetings: Share screens and presentations smoothly while keeping communication clear and organized.
• Training Sessions: Trainers can monitor participants and handle Q&A without disrupting the flow of the session.

Tips for Maximizing Companion Mode

To get the most out of Companion Mode, consider these tips:

1. Log in using Companion Mode at the beginning to avoid missing any chat messages.
2. Ensure your primary device handles audio and video while the secondary device manages chat and presentations.
3. If you're the host, use Companion Mode to manage participants, track attendance, and moderate discussions.
4. Remind in-room participants to use Companion Mode for a richer, more inclusive experience.

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Understanding the Limitations of Companion Mode

Audio and Video Constraints

Companion Mode has specific audio and video limitations:

• Your microphone and speakers are disabled to avoid feedback. This means you cannot speak or hear through your Companion Mode device.
• While you can turn on your camera, your video tile will not appear as an active speaker. This helps avoid confusion during the meeting.

Impact on Participant Limits and Notifications

Using Companion Mode affects the meeting's participant count and notifications:

• Each Companion Mode connection counts towards the meeting's participant limit. This is crucial for large meetings with limited participant slots.
• All participants receive notifications when someone joins or leaves using Companion Mode. This can be useful for tracking participation but might clutter the notification stream.

Differences from Full Audio and Video Mode

Companion Mode differs significantly from full audio and video mode:

• In Companion Mode, your interaction is limited to chat, Q&A, and polls. You cannot use your device's microphone or speakers, requiring another device for full participation.
• When using Companion Mode, your name appears twice in the participant list—once for your main device and once for your Companion Mode device. This helps others identify your dual participation but can be confusing.

Considerations for Meeting Organizers

Organizers should keep several factors in mind when planning meetings with Companion Mode:

• Ensure participants know how to use multiple devices effectively. This prevents technical issues during the meeting.
• Be mindful of the participant cap, especially in large meetings. Companion Mode users still count towards the overall limit.
• Keep an eye on the participant list and notifications. This helps manage the flow of the meeting and ensures everyone is engaged.
• Consider the needs of all participants. Companion Mode can enhance accessibility by allowing users to enable captions and view presentations more clearly.

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How Tactiq Enhances Google Meet Companion Mode

Tactiq complements Google Meet Companion Mode by providing automatic note-taking and AI-generated summaries, ensuring key points are captured and easily accessible. Here’s how Tactiq improves your hybrid meetings:

Automatic Note-Taking

Tactiq captures everything discussed, allowing you to focus on the conversation rather than taking notes. Automated notes ensure no important details are missed, reducing the risk of human error, and are available to all participants immediately after the meeting, keeping everyone informed. It integrates easily with Google Meet, providing real-time updates and centralized access through Google Workspace apps.

AI Summaries

Tactiq’s AI generates summaries almost instantly, saving participants time. These summaries highlight key points, action items, and decisions, making it easier to understand the meeting's outcomes and ensuring quick distribution to all team members.

Improved Collaboration

Tactiq enhances engagement with automated notes and live transcriptions. Participants can highlight important points and add comments in real-time. Notes are organized into easily navigable sections, shared and edited collaboratively, and can be exported to other productivity tools like Google Docs, Notion, or Slack.

By incorporating Tactiq into Google Meet's Companion Mode, hybrid meetings become more efficient, engaging, and effective.

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Best Practices for Using Companion Mode

Here are some tips to help you get the most out of Companion Mode:

Starting Meetings with Companion Mode

• Join Early: Encourage participants to join a few minutes early to set up without disrupting the meeting.
• Check Equipment: Ensure all devices are connected properly and that Companion Mode is activated on secondary devices.
• Pre-Meeting Setup: Share necessary documents or links before the meeting starts to ensure everyone has the required resources before the meeting starts

Managing Participant Interactions

• Use Chat Features: Encourage participants to use the chat for questions and comments to keep verbal communication clear.
• Facilitate Engagement: Use Companion Mode to engage participants with polls, Q&A sessions, and other interactive features.
• Assign Roles: Designate roles like moderator or note-taker to manage interactions efficiently and ensure smooth meeting flow.

Avoiding Common Pitfalls

• Avoid Audio Feedback: Mute microphones on Companion Mode devices to prevent audio feedback. Unmute only when necessary.
• Stay Focused: Encourage participants to stay on the meeting agenda to avoid distractions from multiple screens.
• Monitor Connectivity: Monitor participants' connectivity status. Follow up quickly if someone drops off to ensure they can rejoin without missing important discussions.

Ensuring Smooth Hybrid Meeting Experiences

• Test Technology in Advance: Conduct a tech check before the meeting starts to ensure all devices are working correctly.
• Provide Clear Instructions: Share clear instructions on using Companion Mode with all participants ahead of time to avoid confusion.
• Use Visual Aids: Utilize screen sharing and presentations to keep the meeting visually engaging. Companion Mode helps participants focus on visual aids without losing track of the discussion.
• Follow-Up: After the meeting, send out a summary of key points and action items. Companion Mode makes compiling and sharing these details easy.

Frequently Asked Questions

What is Companion Mode in Google Meet?

Companion Mode allows users to join a Google Meet call using a secondary device. It enhances participation by providing access to features like chat, polls, and Q&A, while the main audio and video are managed through primary devices.

Can I use Companion Mode on mobile devices?

As of now, Companion Mode is primarily designed for use on laptops and desktops. Mobile device support is limited.

Does Companion Mode count towards the participant limit?

Yes, each Companion Mode connection counts towards the overall participant limit. Keep track of this to avoid exceeding the meeting capacity.

How do I prevent audio feedback in Companion Mode?

Always mute the microphone on your secondary device when using Companion Mode. This prevents audio feedback and ensures a clear communication channel.

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Maximizing Companion Mode in Hybrid Meetings

Google Meet's Companion Mode is a vital tool for enhancing hybrid meetings, ensuring equitable participation for both in-person and remote attendees. By using features like chat, polls, and screen sharing on a secondary device, users can engage more effectively without disrupting the main audio and video setup. This setup minimizes audio feedback, promotes multitasking, and ensures clear communication.

Companion Mode's benefits are evident in various scenarios, from team workshops to client meetings. Tools like Tactiq enhance this experience with automated notes and AI summaries, capturing key points easily. By following best practices and understanding its functionalities, users can significantly improve their hybrid meeting experiences.