In-person vs. virtual meetings – which one is right for you?

Over the past few years, the idea of what constitutes a typical work meeting has evolved. With both fully remote and hybrid work models now common, virtual meetings are here to stay. While it’s often assumed that online meetings are less productive than face-to-face ones, the reality is a lot more complex.

In-person meetings

In-person meetings require participants to get together in the same location, whether in an office, an off-site venue, or a different city entirely.

For many companies, in-person meetings are the main reason for business travel. Proponents say they offer:

• Better productivity and engagement, with some people more likely to speak up in person.
• Human connection and greater understanding, thanks to eye contact and body language.
• Face-to-face interaction, which leads to smoother and more direct conversations.

On the other hand, there are a few downsides to gathering in person:

• Time and expenses – logistics can be time-consuming and expensive, especially if meetings are held abroad or at an external location.
• Efficiency – in-person meetings are easier to derail and can be long and drawn out. The very act of meeting up with colleagues can feel like socializing, leading to conversation tangents, off-topic questions, and non-work-related small talk.
• Environmental impact – in-person meetings increase a company’s carbon footprint, especially when travel abroad is involved.
• Less flexibility – if employees are expected to be in the office for a scheduled meeting, they have to spend time commuting, which reduces their work life flexibility.

Virtual meetings

Virtual meetings connect you with colleagues in different locations using internet-connected devices and software that have become an essential part of everyday work life.

The main advantages of virtual meetings are:

• Accessibility – they suit a range of communication styles.
• Flexibility – they connect different time zones and make a healthy work-life balance more achievable.
• Time and efficiency – employees can skip the commute and enjoy a more flexible schedule that includes things like lunch and exercise breaks. They also tend to be shorter and can be recorded for future reference.
• Cost-effectiveness – they cut costs for employee travel, refreshments, and lodging.

Some disadvantages of virtual meetings include:

• Tech issues – we’ve all experienced frozen screens or talking while on mute. Successful virtual meetings rely on good connection and technology, with problems potentially hampering a discussion and frustrating both employers and employees.
• Delayed responses – without being face-to-face, it can be hard to avoid interruptions or people all trying to speak at the same time. This can make problem-solving and collaboration tricky.
• Limited interactions – virtual meetings also limit bonding among employees, since it can be hard to truly get to know someone and interact naturally on-screen.

What are the main differences between in-person and virtual meetings?

The main differences are the cost, efficiency, and human connection. Virtual meetings tend to be more inclusive, giving space to all sorts of communicators. They’re also more efficient, cutting down on superfluous conversation as well as commuting and various costs.

However, the lack of human interaction in a virtual space is another major difference. Many say that having colleagues get together on a regular basis is important for company culture and connection.

Are in-person meetings more effective?

The answer really depends on your team and business needs.

Communication styles

If your team members tend to be introverted, then virtual meetings might feel like a safer space for speaking up compared to big boardrooms. If employees are more extroverted, then in-person meetings might 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 can find it hard to stay engaged without the back-and-forth of an in-person meeting.

Team bonding

If your team members are bonding 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.

Focus

We all have our procrastination or distraction habits. For some, it might be online shopping or browsing through various tabs. For others, it might be doodling or daydreaming while staring out the window. Again, this depends on the type of work your team does and your employees’ preferences.

Some people tend to zone out when a discussion gets off-topic. They can also find it hard to focus on work in an office full of distractions. By contrast, others are easily distracted by pets or the doorbell and find it easier to focus in a meeting room.

To find the right meeting style for your team, it’s important to consider all these factors.

Practicalities

If commuting and scheduling a meeting room in a busy office is a strain for employees, then virtual meetings are your best bet. But if your colleagues prefer to gather in the office, then in-person is a great option. To decide whether to meet in person or virtually, your team should first consider whether the office has the correct facilities and how far it is from where your employees live.

Collaboration

In-person meetings by default allow for more spontaneous engagement, communication, and collaboration. If you’re focusing on brainstorming, for example, meeting face-to-face can be beneficial for bouncing ideas, being creative, and generating feedback.

But if you’re running through a presentation that doesn’t require participation, then virtual is more effective. Deciding whether to gather in person or online based on the content of a meeting is a great way to improve overall efficiency.

How to decide between in-person and virtual meetings

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:

1. Is your team trying to brainstorm or just exchange information about the business?
2. What’s your team’s communication style?
3. What are the environmental implications of going to the office or traveling abroad for an in-person meeting?
4. Do your team members appreciate flexibility and the time saved with virtual meetings? Do they prefer remote over in-person work?
5. Do in-person meetings take up so much time that employees find it hard to complete their actual work?

These are just a few of the questions to ask before choosing between an in-person and virtual meeting. Both options come with challenges, but once you take into account the specific needs of your company and team, you’ll be able to make a well-informed decision.

How to plan virtual meetings with ease

Booking.com for Business can help you bring together teams (if located in different offices) and meet with clients. As a free business travel platform, Booking.com for Business is here to take care of your business trip from start to finish while making sure your travel policy is followed, budgets are respected, and travelers are happy.