October 21, 2022
The way businesses conduct meetings has changed significantly over the last decade, particularly since 2020. Technology has made virtual meetings more accessible and cost-effective. However, in-person meetings hold significant value when it comes to building relationships.
How do you decide on the type of meeting that's best for your company?
The answer depends on various factors, including your industry, team dynamics, budget, and meeting goals.
There are several excellent reasons to hold business meetings in person.
Body language researcher Albert Mehrabian found that 55% of communication is nonverbal, 38% vocal, and only 7% based on words. This highlights why face-to-face interactions enhance communication, as nonverbal cues like body language and facial expressions provide deeper understanding and clarity.
In-person meetings also encourage more spontaneous discussions and brainstorming sessions. This can boost creativity and idea generation as attendees are more inclined to participate actively and contribute to the conversation.
Developing trust and rapport is easier when people meet face to face. This is especially valuable in industries that rely heavily on networking and relationship-building, such as sales, consulting, and client services.
Attendees in face-to-face meetings are less likely to be distracted by their surroundings than in virtual meetings, where they may be tempted to check emails or multitask. Physical presence encourages a more focused and engaging environment, facilitating deeper discussions and better decision-making.
Hands-on training, workshops, and team-building exercises don’t have the same impact through a computer screen. Activities that require physical demonstrations, group collaboration, and role-playing are much harder to replicate in a virtual setting.
In-person meetings are not without their disadvantages.
In-person meetings can be expensive, particularly when they involve travel, accommodation, venue rentals, and catering. Bringing employees together in one place may not be financially viable for businesses with a global or remote workforce.
Coordinating a face-to-face meeting can be more difficult due to travel time, scheduling clashes, and the need for everyone to be physically present at the same location.
Virtual meetings have become commonplace in many companies due to their convenience and other benefits.
One of the primary advantages of virtual meetings is cost reduction. Without travel, accommodation, and venue expenses, businesses can allocate their resources more efficiently. This is particularly helpful for small businesses and startups with a tight budget.
Virtual meetings reduce the need for commuting, saving valuable time for employees. Meetings can be scheduled more frequently and with shorter notice, making it easier to address urgent issues or hold quick check-ins.
Virtual meetings allow for seamless participation from anywhere in the world, making it easier for global teams to connect. This scheduling flexibility also benefits employees with family responsibilities, health concerns, or mobility limitations.
Virtual platforms allow businesses to host large-scale webinars and training sessions without the logistical constraints of physical venues. Meetings can include a wider audience, and companies can engage with more participants simultaneously.
Many purpose-built meeting room devices have built-in features such as screen sharing, dual screen support, and the ability to run Zoom or Microsoft Teams with the transcription option activated. These features help with sharing knowledge and documentation and create a record for reference.
Despite their convenience, virtual meetings also come with their challenges.
Building strong relationships can be more challenging in a virtual setting, where interactions are typically more transactional and less personal. The lack of face-to-face interactions can limit team bonding and make networking more difficult.
While virtual meetings are very convenient, they also come with potential technical issues such as unstable internet connections, software malfunctions, and user errors. These disruptions are frustrating and can lead to decreased productivity.
Virtual meetings can be mentally draining, especially when attendees spend long hours in front of their screens. The intensity of staring at other faces constantly, higher cognitive load, and reduced mobility contribute to this fatigue. Not being physically present can make it harder to engage, leading to decreased attention spans and less participation.
Online meetings are more vulnerable to security threats, including hacking, data breaches, and unauthorised access. To mitigate these risks, businesses must invest in secure platforms and educate employees on cybersecurity best practices.
The ideal meeting format depends on several factors:
Find the Right BalanceMany companies favour a hybrid approach these days, combining the best of both worlds. For example:
The hybrid approach allows businesses to maximise productivity, enhance collaboration, and create a more adaptable work environment.Final ThoughtsThere’s no one-size-fits-all answer when choosing between virtual and in-person meetings. The key is to evaluate your business’s unique needs and circumstances. By carefully selecting the correct format for each meeting, you can improve communication, strengthen relationships, and optimise operational efficiency.
