When Virtual Doesn’t Cut It!

In Person Vs. Virtual Meetings - Pros & Cons

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When you’ve been to a fantastic meeting in person and come away feeling exhilarated, there’s a sense of joy about it, right? You either met new people you liked or connected with friends, and the conversations were engaging and perhaps meaningful in some deeper way. Or it was an educational meeting, and you learned a lot because it was informative and interesting.

If you attended that meeting online, it might have that effect as well, but I claim that something is missing when we do everything online. Given that we are energy beings, we know what it feels like when we enter a room full of people and feel the “good vibes” there. Likewise, when we don’t like the atmosphere, we feel it. We get tense, perhaps. We can’t “find our place” in the room. If it’s a room full of strangers, the first thing our brain does is look for a place. Place means a physical space where we feel safe. For some, it’s near the exit in case you want to leave early. For others, it’s in a corner somewhere until you get your bearings and then head to the bar or the buffet. If there is no food or beverage source, you might just pretend to “powder your nose” or go “wash your hands…” Anything to escape for a few.

But what else is it about being in person, and not merely seeing faces on a screen? Here are some physiological tidbits about the differences: let’s start with the most dramatic shift, with the onset of the pandemic in 2020.

In those first couple of years, the workplace experienced a dramatic transformation, with online meetings becoming increasingly common. The COVID-19 pandemic accelerated that shift, making virtual communication tools an essential part of daily life. However, even as online meetings became the norm, in-person meetings remained an important aspect of business communication, and corporations struggled to find a balance once the quarantines were lifted.

Below is a comparison of online and in-person advantages and challenges to consider when you are planning your next business meeting - or even the family reunion! I know in my family, Zoom has been a boon as we siblings age, and the next generation doesn’t have the time or funds to travel with kids for an event. Quarterly connections on Zoom keep families connected!

Here’s a comparison for you to keep on hand:

Advantages of In-Person Meetings

1. Nonverbal Communication
   One of the most significant advantages of in-person meetings is the ability to observe and interpret nonverbal cues. Body language, facial expressions, and eye contact all play a crucial role in communication. These cues can provide context for what is being said and help avoid misunderstandings. For instance, if a person is speaking but their body language suggests discomfort or hesitation, you can pick up on that and adjust your approach accordingly. This is especially important in situations requiring negotiation or emotional intelligence, where empathy can make all the difference.

2. Stronger Connection and Relationship Building
   In-person meetings foster a sense of connection that is hard to replicate virtually. The physical presence of others allows for more natural and authentic interactions. Shared experiences, like grabbing a coffee together or participating in a team-building activity, strengthen interpersonal relationships. This is crucial for team cohesion and can help to build trust and rapport, which is often harder to establish over a screen.

3. Immediate Feedback and Problem Solving
   When you’re in the same room, feedback is immediate. Whether you need clarification on a point or want to ask a follow-up question, in-person interactions allow for more dynamic and efficient communication. There is no delay in responses, and the flow of conversation is uninterrupted by technology issues like lag or poor audio quality. This immediacy can also speed up decision-making and problem-solving processes, making in-person meetings ideal for brainstorming sessions or critical discussions.

4. Focus and Attention
   In-person meetings can help ensure that participants are fully engaged. Without the distractions of multiple open browser tabs or the temptation to check emails or messages, attendees are more likely to pay attention and remain present. This can improve the quality of the meeting and make it more productive. It’s easier to keep people focused when they are physically present and can see one another’s reactions to the conversation.

Disadvantages of In-Person Meetings

1. Time and Travel Costs
   One of the primary disadvantages of in-person meetings is the time and cost associated with travel. Whether it’s a short commute or a long-haul flight, traveling to a meeting can take hours away from productive work. (And who doesn’t love to travel in January in the northeast or Minnesota, right?)

2. Additionally, travel expenses can add up quickly, especially if multiple people need to attend from different locations. In some cases, these costs may not justify the value of the meeting, especially if the discussion could have been conducted virtually.

3. Scheduling Conflicts
   Coordinating schedules for in-person meetings can be challenging, especially when dealing with multiple participants who have different time zones or prior commitments. Finding a suitable time for everyone to attend can delay decision-making and reduce the overall efficiency of the meeting.

4. Environmental Constraints
   In-person meetings can be constrained by the physical environment. For instance, not every meeting room is equipped with the necessary tools for effective collaboration, such as projectors, whiteboards or internet access. Furthermore, the location of the meeting might be inconvenient or less than ideal for some participants, creating discomfort and distraction.

Advantages of Online Meetings

1. Convenience and Accessibility
   Online meetings offer unmatched convenience. Participants can join from anywhere in the world, reducing the need for travel and allowing for more flexible scheduling. Whether someone is working from home, traveling, or based in a different time zone, online meetings break down geographical barriers. This flexibility can be particularly beneficial for international teams or businesses with remote workers.

2. Cost-Effectiveness
   With no need for travel, venue rental, or catering, online meetings are far more cost-effective than in-person gatherings. This is especially important for companies trying to reduce expenses, as virtual meetings eliminate many logistical costs associated with traditional meetings.

3. Recording and Documentation
   Online meetings are often easier to record and document. Many platforms allow users to record the meeting, which can then be shared with participants or used for reference. This helps ensure that important information is not missed, and allows those who were unable to attend to catch up on the discussion. Additionally, many online platforms offer chat features, which can be used to share links or notes in real-time, making it easier to share resources.

4. Multitasking and Efficiency
   Online meetings often allow participants to multitask, such as looking up information or reviewing documents while the discussion is ongoing. This can improve efficiency, especially when a meeting’s purpose is to review or discuss pre-existing work rather than generate new ideas.

Disadvantages of Online Meetings

1. Technical Issues and Glitches
   Despite the advances in technology, online meetings are still prone to technical issues. Poor internet connection, audio or video delays and software glitches can disrupt communication and lead to frustration. These interruptions can cause confusion, prevent the meeting from running smoothly, and waste valuable time.

2. Reduced Engagement
   While online meetings can be more convenient, they can also lead to disengagement. The temptation to check emails, social media or other distractions is high when participants are not physically present. Furthermore, participants may find it easier to “tune out” or zone out during an online meeting, especially if the discussion is long or lacks dynamic engagement.

3. Limited Nonverbal Cues
   One of the biggest drawbacks of online meetings is the absence of rich nonverbal communication. Body language, facial expressions and subtle gestures are often harder to detect over video calls, making it more difficult to gauge the full emotional context of a conversation. In some cases, this can lead to misunderstandings or missed emotional cues.

Physiological Benefits of In-Person Meetings

While both online and in-person meetings have their advantages, there are distinct physiological benefits associated with face-to-face interactions that are difficult to replicate in virtual settings.

1. Improved Mental Health and Well-Being
   Social interactions in person can have a positive impact on mental health. Physical presence provides a sense of connection and belonging, which helps reduce stress and anxiety. The human brain is wired for social interaction, and in-person meetings stimulate the release of oxytocin, often referred to as the "bonding hormone." This promotes feelings of trust, connection, and empathy, which can strengthen relationships and improve team dynamics.

2. Better Posture and Physical Activity
   In-person meetings typically involve sitting up straight and engaging in physical gestures like hand movements or eye contact. These subtle actions can improve posture and keep participants more physically active, reducing the risk of the sedentary behaviors commonly associated with virtual meetings. Additionally, the simple act of moving to a different location or room can provide a mental break and refresh participants during long meetings.

3. Reduced Screen Fatigue
   Prolonged exposure to screens can lead to digital eye strain, headaches, and fatigue. In-person meetings eliminate the need for staring at a screen for hours on end, reducing the risk of these physical ailments. This can improve participants' overall comfort and focus during the meeting.

Conclusion

Both in-person and online meetings offer unique advantages and disadvantages. In-person meetings excel in building relationships, providing immediate feedback and fostering nonverbal communication. They also offer significant physiological benefits, such as improved mental health and physical well-being. However, as noted above, they come with time and travel costs, scheduling challenges, and environmental constraints.

On the other hand, online meetings are convenient, cost-effective and accessible. They allow teams to collaborate from different locations with ease. While they may lack the rich nonverbal cues and face-to-face connection that in-person meetings provide, they are a powerful tool for enhancing productivity and reducing logistical hurdles.

Ultimately, the choice between in-person and online meetings depends on the specific goals of the meeting, the needs of the participants and the resources available. A balanced approach that leverages the strengths of both formats may be the most effective way to navigate the modern business landscape.

Suggestion: Consider asking the people you work with, or other coaches you know, what their opinion is about virtual versus in-person meetings. It’s a great way to get to know someone at a networking meeting, for example, whether or not it’s on line!

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