In-person meetings Vs virtual: which is right for you?
Discover which type of meeting - in-person meeting or a virtual one - is the most efficient and beneficial for your business.
Over the past few years, the idea of what constitutes a typical work meeting has been everchanging. With both fully remote and hybrid working schemes now readily available, it looks like virtual meetings are here to stay. And while it’s often assumed that these online gatherings are less productive than face-to-face meetings, the reality is a lot more complex than that.
In-person meetings demand that participants physically assemble in the same location; whether that’s in the office, an off-site venue, or – as is often the case – a different city or country entirely.
For many companies, in-person meetings are a driving force for business travel. Proponents would say they offer:
On the other hand, there are a few downsides to gathering in person:
The virtual meeting connects you with colleagues in different physical locations, using internet-connected devices and software that have become an essential part of everyday working life.
The main advantages that virtual meetings bring are:
However, some disadvantages of virtual meetings include:
The main differences are the expense, efficiency and human connection. Virtual meetings tend to be more inclusive, allowing space for all sorts of communicators. They’re also arguably more efficient work-wise, cutting down on superfluous conversation alongside the ease of cutting down on commute and costs.
But the lack of human interaction available in a virtual space is another major difference; many would say that gathering colleagues together on a regular basis is important for company culture and connection.
The answer to this really depends on the needs of your team and business.
If members of your team tend to be introverted, then virtual meetings may feel like a safer space for speaking up than having to take centre stage in a big boardroom. If employees are more extroverted, then in-person meetings may suit their communication style better.
In-person may also be preferable for engagement; while virtual meetings are often more efficient in terms of relaying and processing information, some employees may find it hard to stay engaged without the back-and-forth, Q&A style of an in-person gettogether.
If your work requires team members to bond for the first time, in-person meetings can be crucial. It can be hard to build a relationship with a new colleague in a virtual setting, with delays and technical difficulties sometimes interrupting the flow of conversation. But if your team relationships are already established, then virtual can work better.
We all have our particular procrastination or distraction tactics; for some, it may be online shopping or browsing through various tabs. For others, it might be doodling or daydreaming while staring out of the office window. Again, this can depend on the type of work your team is doing and the way your employees prefer to work.
Certain types of people tend to zoom out when a discussion jumps around, with questions popping up and digressing from the topic of conversation. Or find it hard to work in an office environment where questions and chit-chat are constantly interrupting the flow of work. Whereas others are more easily distracted by pets or the doorbell ringing and find it easier to be present in a meeting room.
To find the right meeting style for your team, it’s important to consider all of these factors.
If commuting and scheduling a meeting room in a busy office tend to be more of a strain on employees than a boon, then virtual meetings are your best bet. But if it’s easier and preferable for colleagues to gather in the office, then in-person is a great option to have. To decide whether to meet in-person or virtually, your team should first consider whether the office building has the correct facilities and whether employees live close to the office or not.
In-person meetings automatically allow for more spontaneous engagement, communication and collaboration. If the focus of your meetings is brainstorming, for instance, meeting face-to-face can be beneficial for exchanging ideas and the flow of creative discussions, with members able to provide feedback instantaneously.
But if the meeting focus is running through a presentation that doesn’t require participation, then virtual is more effective. Deciding whether to gather in-person or online according to the content of a meeting is a great way to improve efficiency all-round.
When deciding which type of meeting is better for you, it’s important to consider your team and business goals. The important questions to ask are:
These are just a few of the questions to ask before deciding to go down the in-person or virtual meeting route. Both options come with their challenges but once you take into account the specific needs of your company and your team, you’ll be able to make a well-informed decision.
Booking.com for Business can help you bring together teams (if located in different offices) and meet with your clients. As a free business travel platform, Booking.com for Business is here to take care of your business travel trip from start to finish, while making sure your travel policy is followed, budgets are being respected and corporate travellers are happy.
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