When the pandemic hit and the whole world suddenly went remote, digital communication tools like Microsoft Teams, Zoom, and Google Meet proved that they could help businesses keep on running… maybe not quite as usual, but running, nevertheless.
Though the dark days of the pandemic are behind us, online meetings are here to stay. But even with the shift towards virtual, meeting planning trends show a promising outlook for in-person meetings.
If you’re in charge of planning meetings and managing travel budgets, you may be asking yourself, what are the advantages of face-to-face meetings? While virtual meetings do offer convenience and flexibility, they can’t provide many of the unspoken but very real qualities that make face-to-face interactions so effective. In this article, we explore how in-person meetings—both internal and with clients—can help foster connections, trust, and productivity that simply can’t be replicated in a virtual meeting room.
Why is meeting in person better than online?
While virtual meetings may be the default choice for your remote or hybrid employees to connect across distances, in-person interactions offer very real advantages. In fact, a quick look at meeting statistics shows that roughly half of employees prefer in-person meetings.
Not sure what the benefits of a meeting that’s face-to-face are? We’ve rounded up a list of nine ways in-person meetings can help your company achieve its business goals.
1. Establishing trust and deepening relationships
Trust and strong relationships are the foundation of successful business collaborations—and in-person meetings provide an ideal setting for building this trust. When team members meet face-to-face, they can connect on a deeper level, making it easier to share ideas, resolve conflicts, and take next steps to move a project forward. In short, meeting in person can encourage genuine rapport and foster more authentic and lasting business relationships.
2. The value of nonverbal communication
One of the most significant advantages of in-person meetings vs. virtual meetings is the ability to pick up nuances that might simply get lost in a virtual call. An in-person workplace meeting allows team members to more easily pick up on nonverbal cues that convey meaning, like eye contact, facial expressions, body language, subtle hand gestures, tone of voice, and small talk. Here’s a quick rundown of why nonverbal communication is such a powerful tool in face-to-face meetings:
- Eye contact: In an in-person meeting, participants naturally establish eye contact, which makes them feel seen and valued, leading to better engagement. Eye contact also makes it easier to read meeting participants’ gestures and tone of voice and gauge when someone is interested, uncertain, or ready to speak.
- Reading facial expressions: Facial expressions give instant insight into a person’s emotional state and openness to ideas. While facial expressions can be seen on a screen, reading them is easier in person—and that can help meeting participants address any discomfort or enthusiasm right away, leading to smoother and more effective conversations.
- Understanding body language: Body language can sometimes speak louder than words—leaning forward or nodding, for example, shows interest, while crossed arms may indicate resistance—but the subtlety of body language can be missed on screen. In a face-to-face setting, participants can adjust their approach in response to these cues, whether that means clarifying a point, addressing misinterpretations, lightening the tone, or offering reassurance or solutions.
- Making small talk: While its power is often underestimated, pre-meeting chitchat plays a powerful role in establishing rapport and comfort and can set the stage for honest, open discussions. These informal exchanges help break the ice, lower stress levels, and open lines of communication to create a more relaxed and cooperative environment.
3. Encouraging creativity and spontaneous collaboration
In an environment where ideas can be exchanged freely, creativity thrives—and face-to-face meetings naturally support this dynamic. When team members gather in person, the energy in the room can encourage robust brainstorming sessions, spontaneous discussions, and innovative thinking. Being in the same room and seeing immediate reactions can also help participants build on each other’s ideas, which often sparks even more creative solutions. In situations where complex or high-stakes decisions are being made, face-to-face interactions can encourage real-time problem-solving and make it easier to plot out a plan for next steps more quickly.
4. Eliminating technical issues
Many of the delays experienced in videoconferencing are avoided with in-person meetings: When you’re face-to-face, there are no worries about faulty audio, glitchy internet connections, and other technical difficulties because everyone is gathered in the same room.
5. Enhancing employee engagement and morale
While there’s a definite case to be made for remote work and hybrid work schedules, the human interaction that comes from in-person get-togethers boosts morale and keeps employees feeling connected to their teams and the company’s mission. When they’re gathered together, participants can share meals, celebrate milestones, and participate in team-building activities. These experiences can boost camaraderie, increase motivation, and give employees a stronger sense of belonging.
6. Strengthening client relationships
Face-to-face meetings don’t just enhance internal relationships. They’re also invaluable for client interactions, demonstrating your organization’s commitment, professionalism, and investment to the relationship. Meeting in person allows clients to experience your company’s culture firsthand, creating personal connections that can make a difference in building long-term partnerships.
7. Demonstrating commitment to company values
Meeting in person provides a tangible way for your company to showcase its values. For instance, choosing eco-friendly venues or scheduling events at culturally significant sites demonstrates the company’s commitment to sustainability or diversity initiatives—and that can enhance the authenticity of your company’s brand identity, especially when interacting with clients or partners.
8. Providing measurable return on investment
While the cost of travel can be significant, the ROI of in-person business meetings often justifies the expense. By facilitating quicker decision-making, reducing project timelines, and encouraging stronger relationships, face-to-face meetings can lead to measurable improvements in client retention rates, employee engagement scores, project completion rates, and other performance and satisfaction metrics.
9. Creating networking opportunities
In-person meetings allow for valuable networking beyond the meeting agenda. Informal conversations during breaks or social events often lead to new business connections, mentorship opportunities, and knowledge sharing. These interactions can be career-enhancing for employees and are valuable opportunities for cross-departmental or cross-company collaboration.
Maximize the impact of in-person meetings with Amex Global Business Travel
In-person meetings are more than just gatherings—they are opportunities to strengthen connections, foster creativity, and build a strong, engaged workforce. As companies strive to balance virtual and physical interaction, they remain a vital tool.
Discover the value of face-to-face connections—partner with Amex Global Business Travel today to make your next in-person meeting a success!
