Despite what the memes are claiming, not all meetings could be an email. Although we live in an increasingly digitalized world that allows us to automize countless work processes in the name of efficiency, one thing is clear. The more we rely on modern technology, the more we realize that it can’t replace everything: the human element remains an integral part of the work equation.
We can now comfortably delegate mundane or repetitive tasks to AI or other handy tools to save us time and effort, allowing us to focus on more creative work. We also hugely benefit from videoconferencing tools that enable the smooth flow of virtual meetings. However, when it comes to decision-making, problem-solving, collaboration, or teambuilding, we go back to what we do best: we come together and communicate.
An ongoing debate
Meetings are no new invention – from personal interactions to professional settings, they have played an important role in several aspects of life. The only thing that’s recently changed is how we meet. Much of our work can now be done online, and meetings are no exception. But just how effective are virtual gatherings and when should we stick with the traditional, in-person formats?
Virtual vs. in-person meetings – what the research tells us
With the surge of remote work, videoconferencing tools have also significantly grown in popularity. They’ve proved incredibly useful when you’re working from home and get stuck on a small task in a project. You quickly dial up a coworker and resolve the issue with a 15-minute impromptu call. Or, you set up short, weekly check-ins with your dispersed team to see how everyone’s handling their workload.
We could argue that these two examples don’t justify the need to get everyone together in a meeting room for lengthy discussions. Research shows, however, that virtual meetings fail to engage participants to the same degree that face-to-face meetings do. On a similar note, a 2023 Gallup study found that remote workers have become increasingly disconnected from their company’s mission. That doesn’t automatically mean that the benefits of in-person meetings outweigh those of virtual ones.
But to settle the in-person vs. virtual meeting debate once and for all, let’s look at the pros and cons of each to see which one you should pick depending on your team’s needs and the meeting’s objectives.
Benefits of in-person meetings
- Effective communication
Let’s start with the obvious: real, physical presence cannot be replicated. No matter how tech-savvy we become, face-to-face interactions are still the purest, most natural form of communication, and everything else is just an attempt to simulate them.
When we meet in person, conversations flow more naturally, and much of that can be attributed to nonverbal communication. It’s hard to give a precise number, but at least two-thirds of all communication is nonverbal, much of which gets lost in virtual meetings. Physical proximity allows participants to read facial expressions, gestures, body language, and other subtle cues that imbue messages with more nuance, which, in turn, helps prevent misunderstandings.
- Stronger relationships
Rapport and trust are easier to build face-to-face. You could be meeting with your team, a potential customer, or an important client, and the result is the same: you connect with them more naturally when you share the same physical space. By shaking hands, maintaining eye contact, and engaging in small talk, you’re more likely to establish stronger professional relationships. These opportunities for informal bonding not only ensure participants are all on the same page, but also help members get to know each other better and create meaningful bonds.
- Increased engagement
Wondering how to make team meetings more engaging in the age of remote work? Get your team together in a meeting room regularly, especially when there’s a need for deeper conversations or to discuss difficult topics. Meeting rooms, such as the ones you find in each WeWork location worldwide, are intentionally designed to foster effective collaboration, instantly lowering distractions that home offices imply.
People find it easier to focus on the task at hand, whether that’s brainstorming for a new project or participating in a teambuilding activity. Fewer distractions also mean less multitasking – you can more easily tune in to what everyone’s saying without feeling the need to open Outlook or answer Slack messages.
Downsides of in-person meetings
- Greater expenses
Whether we consider a geographically scattered team or one that’s located roughly in the same region, there are still costs associated with going to the office. Needless to add, costs increase as the distance grows. So, when you’re planning a face-to-face meeting with your team, think about how far everyone will need to travel to attend. Similarly, the budget for in-person meetings may need to cover accommodation and refreshments, too.
- Time-consuming
We can’t talk about commuting without also taking into account the time we spend on the road. Logging into virtual meetings takes only a few minutes, but the journey to the office could require hours. This also ties in with people’s schedules. It can pose a bigger challenge to accommodate participants’ availability as opposed to just simply jumping on a call, after which everyone can comfortably resume work.
- Environmental concerns
Besides the budget and time allocated for long-distance travels, the environmental impact has become another pressing concern. Businesses that intend to reduce their carbon emissions now need to think twice about organizing in-person meetings.
Benefits of virtual meetings
- Flexibility above all
The disadvantages of in-person meetings quickly become the advantages of virtual ones. For instance, participants enjoy greater flexibility with online meetings – there’s no need for extensive planning to align everyone’s schedule. Instead, you have more room for impromptu collaboration, especially if a time-sensitive issue arises that needs your team’s attention then and there.
- Increased accessibility
Virtual meetings happen exclusively online, which immediately eliminates the hassle of traveling. With no geographical barriers, participants can join from virtually anywhere in the world – they only need a laptop and a reliable internet connection. This saves everyone both time and money.
- Enhanced efficiency
While in-person meetings promote engagement and collaboration, the lack of small talk during online calls makes these meetings more efficient. Participants join to discuss clear objectives, usually following a structured agenda. On top of this, it’s easier to record and store online meetings for future reference.
Downsides of virtual meetings
- Technical hurdles
Nowadays, joining an online meeting is one of the easiest things you can do – that is, of course, if you’re not experiencing technical issues. The internet connection may unexpectedly drop, but minor disruptions such as frozen video feeds and lagging or crackling sounds can also impede the flow of the conversation.
- Lack of personal connection
Some virtual meetings may go perfectly and without glitches, but there will still be something missing. As we mentioned earlier, people find it much harder to establish trust and strong bonds through a screen. Although efficient and extremely useful in many cases, online check-ins often feel impersonal and much less engaging.
This brings us to another important concern: Zoom fatigue. Burnout and tiredness caused by the overuse of online videoconferencing platforms has become a real issue. What makes it even more challenging is that it’s hard to spot the symptoms through the very screens that cause them.
- Distractions galore
Home offices were not designed for professional meetings, and the number of distractions is a testament to that. Your attention may drift if you hear your neighbor playing music or your family getting lunch ready in the background. Simply not sharing the same physical space as the other participants can make it easy to zone out from time to time.
The best of both worlds
After weighing the pros and cons of both in-person and virtual meetings, there’s no clearcut winner. What works for your team will depend on several factors:
- The meeting’s objective
Depending on what you wish to achieve with a meeting, you may find one format better than the other. For example, you could provide status updates or short pieces of information on a project over a video call, but you’ll want to have deeper conversations and conduct team-building activities face-to-face.
- The topic’s complexity
Difficult, nuanced issues are better discussed in person, while other, more straightforward topics can be quickly tackled over a Zoom call.
- Your team’s availability and location
Inclusivity is yet another deciding factor when it comes to choosing the right meeting format for your team. It may be easy for half of your employees to be there in person, while the rest find it challenging to attend. Whatever the case, your focus will be on allowing everyone to make their voices heard. This could eventually mean organizing a hybrid meeting, where you combine the best of both worlds.
Summing up
There are advantages and disadvantages to both in-person and virtual meetings. Overall, virtual meetings come to the rescue when quick updates and progress checks are all you need to go over with your team. For potentially difficult conversations, meaningful brainstorming sessions, and stronger relationship-building, in-person meetings are still the better option. For those occasions, WeWork’s fully equipped conference rooms provide the perfect setting: a welcoming yet professional space that supports productive, face-to-face interactions.
