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In a highly digital world, where many companies are hiring remote employees or transitioning to a remote or hybrid work model, it is easy to assume that virtual meetings would be the hands-down preference among employees. It might come as a surprise to learn that 47% of workers prefer in-person meetings. (1)

Many employees want to reap the benefits of meeting with their teammates in the same physical space. Whether that means regular weekly meetings at the office, or twice-yearly meetings at an event venue, people still recognize and appreciate the value of meeting in person.

Why is this true in a high-tech world, where technology makes it possible to meet remotely? It has a great deal to do with the impact that in-person meetings make and other benefits you simply cannot get from virtual meetings. Here, we explore the reasons why and share tips for maximizing the return on investment of in-person meetings.

WHY MEETINGS MATTER

There is no denying the critical role that meetings play in the long-term success of organizations. The amount of time spent in meetings by the average employee (which can vary according to how high they are on the corporate ladder) attests to the importance of meetings.

  • 11 million meetings are held every day in the United States. This translates to 55 million meetings every week and over 1 billion per year.
  • 13% of employees spend up to one-third of their workweek in meetings.
  • CEOs spend 72% of their work time in meetings, upper management spends 50%, and middle management and junior employees spend roughly 35% of their time in meetings.

Source: (2)

And when it comes to in-person versus virtual meetings, the former is overwhelmingly regarded as more valuable.

IN-PERSON MEETINGS REIGN SUPREME

Despite advances in technology that have spawned quite a few virtual meeting platforms, in-person meetings still reign supreme. Consider the following statistics:

  • 88% of companies are planning in-person events and team gatherings.
  • 79% of employees are excited about in-person events to meet their colleagues and build meaningful relationships.
  • 59% of professionals believe that in-person meetings make them more productive.

Source: (2)

Engagement is a contributing factor to the positive attitude toward in-person meetings. When employees are gathered in the same physical space, it minimizes multitasking and distractions. It is far too easy for a worker to turn off their camera during a virtual meeting to put in a load of laundry, grab a snack from the kitchen, or keep working instead of paying attention to their colleagues.

In-person meetings also tend to encourage participation. After all, attendees are gathered in the same physical space, making them visible to their co-workers throughout the entire meeting. They likely feel more connected to their teammates because they are sharing this physical space with them ─ and within close proximity.

TIPS FOR MAXIMIZING IN-PERSON MEETNGS ROI

While in-person meetings are advantageous in many ways, getting the most out of them depends largely on how they are planned and conducted. Meetings require care in planning if they are to be productive.  Attention to detail is crucial even if a meeting is at the last minute.  One study found that 52% of employees stop paying attention in meetings between the 0-minute and 30-minute mark. (2) That means you need to capture and keep the interest of participants from the minute the meeting starts. Below are some effective ways you can do so.

Provide short breaks

Everyone has their own style of working. Chances are good that you have at least a couple of employees at your organization who struggle to sit still for long periods of time. This is not a flaw; instead, it is part of their working style.

You can support these team members by providing short breaks throughout longer meetings. Even a five-minute break to let attendees get a hot coffee or stretch their legs gives their minds a reset and refresh. It can make all the difference in keeping their attention for the remainder of the meeting.

Hold meetings at an offsite venue

When employees attend meetings in the office, they are in familiar surroundings and have their laptops with them. This may sound harmless, but it presents potential distractions to them in the form of multitasking during the meeting. They feel comfortable in the office setting and have the tool they use to do their work right in front of them.

Consider holding some meetings offsite at a third-party venue. This way, you will remove the distractions that often present themselves at the office. In addition, meeting offsite can motivate attendees to arrive on time, actively participate and retain the information discussed.

Zero in on the key details

If you decide to go the offsite in-person route, it is essential to think carefully about the following:

  • Which leaders and team members should attend to help ensure the meeting is productive.
  • The top goals your organization wants the meeting to accomplish.
  • When the meeting should take place to help improve its chances of success.

Since you may not be able to invite everyone on the team, being thoughtful about the “who, what and when” details is imperative to getting the results you desire from the meeting. Using a meeting planner for an offsite meeting can be very helpful in getting details like this right. They can help guide you in making these critical decisions.

Encourage conversations in advance

Yes, creating an agenda is an important step in the process of planning an in-person meeting. However, it is not the only one. Sparking conversations in advance among the employees who will attend is vital to getting feedback and ideas that can take the outcome to the next level.

This is one scenario in which using a meeting planner is ideal. They can leverage their expertise and resources to encourage attendees to brainstorm leading up to the meeting. For example, the meeting planner might use technology to facilitate communication among the people attending. This is a great way to invite feedback, support problem-solving and inspire creativity.

At the end of the day, in-person meetings have a lot of promise. Yes, there is a place for the occasional virtual meeting. And yes, technology does have its place in the modern workplace. But the bottom line is, meeting in person is highly advantageous and will never go out of style. 

Seeking a change of venue for your next corporate meeting? Contact Gavel International to learn more about planning and travel programs for your next meeting or corporate gathering.

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SOURCE(S):

1 https://www.zippia.com/advice/meeting-statistics/

2 https://www.airgram.io/blog/meeting-statistics

Jeff Richards
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