Audio and Video

Published on February 24th, 2022 | by Sunit Nandi

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Virtual Meetings vs In-Person Meetings

In this modern world of ours, where we can do practically everything online, it is a pressing question whether or not it is still wise to schedule in-person meetings? While there is no clear-cut verdict to that case, it is clear that both face-to-face and virtual meetings have their set of advantages. It is then for you to decide which is appropriate to your given situation.


Image source: https://pixabay.com/photos/seminar-class-room-school-tables-594125/

Face-to-face meetings are, well, personal

Physical presence is definitely the most apparent advantage of having a meeting face-to-face. In this case, your conference room setting, furniture, and equipment will all matter and figure in the equation. A virtual business conference may occur from remote places and at any particular corner of any room, but an in-person meeting has to happen in a dedicated meeting area. Chairs and tables, display screens or projectors, microphones, and a high-quality sound system must also be in place. Mounting those items is also valuable. For each speaker, a wall mount soundbar can provide sufficient support. All units should be strategically placed to serve their functions best.

Setting the tall requirements for the conference room aside, here are the benefits of face-to-face meetings:

  • You can establish better participation among the attendees. When you are in a face-to-face meeting, you are directly in contact with everyone. You can see their reactions and hear every comment they throw in. Participation among the attendees is also highly expected, unlike in virtual meetings when you cannot rely on it.
  • Eliminating distractions is easier because you are practically contained in one room. The usual layout of the conference room puts everyone within the same circle. The participants will not have anything else to do but focus on the agenda alone. Even with the urge to check the phone or switch to web browsing, they will not have the opportunity to indulge because everyone else’s eyes are on them.
  • Interruption in the communication line is hardly a problem. In an in-person meeting, communication is direct and, thus, clearer. There is no need to rely on network connections to ensure fluid interaction.
  • Building camaraderie among the team members is possible. Meeting face-to-face with your colleagues and business associates makes teamwork possible. While some people can go solo and perform their best working alone, many companies still believe and thrive on teamwork, which is enhanced when you are meeting with your team members in a personal capacity.
  • You can create better and more trusting business relationships. Trust is easier to establish when you are face-to-face with the people you are doing business with. Partnerships are therefore developed confidently through personal meetings rather than virtual ones.

Virtual meetings = endless possibilities

On the other hand, virtual meetings and conferences provide limitless possibilities. For one, you can hold the meeting from anywhere in the world at any time zone. There is no need for a conference room unless you are hosting the online conference with the rest of your team within the same office. Still, you may not need to designate an area for your conference room in the workplace and instead rent out a suitable function hall. You may also look for an equipment rental for the rest of the things you might need.

For another, you can have as many participants, and they can join no matter which part of the globe they may be located, as far as a video conferencing software could reach. They only need a few things: a laptop or desktop computer with a webcam, headset, microphone, and a reliable internet connection to join and participate in the meeting.

There are absolutely significant reasons virtual meetings can get some things done for some businesses at some point or another. Here are more benefits of hosting an online meeting:

  • There is no need to pay for costly expenses involving catering, lodging, and travel. If you are holding a meeting with people from all over, it could take a big chunk of expense from your budget. There is no need for that if you are not moving the participants in the first place.
  • Virtual meetings add flexibility to finish projects within the deadline. They are so versatile that, if there is a sudden change of plans regarding the project, the concerned parties may act on it without waiting for another time, even while they are working remotely.
  • Software innovations can seal off any loopholes, improving the meeting experience in the process. Technological advances intend to bridge whatever communication line problem you may experience during virtual meetings. And video conferencing applications and software continuously innovate to provide the best experience, closest to the real, in-person meetings packaged in a virtual capacity.

Digital meeting tools may be on a roll, but they are not to eliminate in-person meetings altogether. Some meetings still require that people meet face-to-face while others can be productively handled virtually. It is up to you to decide which will efficiently fulfil your objectives and business goals.

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About the Author

I'm the leader of Techno FAQ. Also an engineering college student with immense interest in science and technology. Other interests include literature, coin collecting, gardening and photography. Always wish to live life like there's no tomorrow.



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