The Value of the In-Person Meeting in a Hybrid Work World

From Face-to-Face to Online Only

For some of us, we could not imagine a remote working world where meeting face-to-face was a rarity. Then the fast-moving digital age made the world a little smaller, allowing businesses to video conference Team members and Clients in other cities, states, and countries. The global economy grew, and hybrid meetings became more common over time—opening up sales and staffing possibilities.  

If you were not video conferencing before, COVID-19 made it necessary for health and safety, and even essential workers had to solve for the pandemic’s communication challenges using limited face time. With that crisis in the past, we are now well-versed in various video conferencing platforms.  

However, the long break in face time has caused some in the workforce, especially those in office cultures, to become a little rusty on the benefits of meeting in person. This blog revisits the values you get when scheduling and attending face-to-face meetings. 

In-Person Meeting Benefits 

In-person meetings are a big component of creating a strong internal culture and to building lasting Client partnerships. It does not always make sense to hold a meeting face-to-face due to the meeting’s goal, or it may not be an option for remote Teammates and Clients outside your area. When it does make sense, and you can make it work, the impact of these meetings on your business relationships is huge. It improves communication and connections in four big ways: 

1. Less Distraction 

How often have you checked your inbox or whipped up an email during a virtual meeting? We all are guilty, but why do we do it? Because it’s accessible.  

Multitasking is a productivity hurdle—on the one hand, you’re checking things off your to-do list, but on the other, you’re not fully absorbing the information presented. Now think of how often you multitask when you are in person. The answer is likely, “not as much.”   

Now for a tougher confession—how often have you scrolled social media, shopped, or viewed a favorite website during a virtual meeting? When face-to-face, you feel more inclined to be in the moment because there’s more sensory input—it’s tangible. You are present, and a good meeting will keep you engaged.  

Plus, there are technical disruptions to consider—audio or video glitches, internet connection issues, unexpected software updates, and other things that come with technology. This is not to say we don’t struggle with conferencing staples like PowerPoints and projectors, but it’s far easier to adapt to those malfunctions.  

It’s tough seeing, hearing, and keeping 130 people connected on a Zoom call. That’s why Quarterly, the entire TopSpot organization, including remote Team members, assemble for in-person All-Team Meetings. These company-wide meetings are an opportunity to catch up and get news, insights, and initiatives in an interactive format. Being physically together in a room brings a natural sense of comradery, focus, and makes meaningful interactions easier for presenters. 

2. Easier Collaboration 

The fact is that when you are in person, you are committed. You put on full meeting attire (not just camera-view attire), make the commute, and are ready to put your best foot forward. Meeting attendees are more likely to participate and engage when presented with questions, asked for their input and ideas, or when brainstorming on a whiteboard.  

When collaborating online, you may have to stare at three little dots while an instant message is formed or struggle to cut in during a video call when all the participants are not in view. There is also far less talking over each other when you can see a visible hand or a physical cue to an incoming question.  

TopSpot is a hybrid-working environment featuring pods, assigned in-office days facilitating cross-departmental collaboration. While our Customer Relationship Teams (or CRTs) work together daily, the pods give the Team a chance to be in contact with Digital Strategists, Web Developers and Designers, or other Teammates working on the different accounts. It also brings them into contact with internal teams they might not often work with like the People Team or IT. Ideas then spark from unexpected sources thanks to the accessibility of conversation and collaboration. 

Collaboration can happen at any time. Here you see TopSpotters Julia and Natalie in our Houston office.

3. Less Misinterpretation

A face-to-face meeting offers clear non-verbal cues without pixelation compared to a video conference. You see facial expressions better, and being free from the screen allows you to observe other cues like anxious legs, finger tapping, and other signs that alert presenters you may need to step up your game.  

There is also less room for misinterpretation because it is easier to ask for clarification based on these visual cues not available in texts, emails, or other communications. The messages in these live scenarios can be more “instant” than online.   

One opportunity for new TopSpotters is to go on a facility tour during orientation. These tours are of Client facilities and introduce our new Team Members to the world of manufacturing, which many have yet to see. We don’t stop at just one visit. Any time the opportunity presents itself, TopSpotters visit their Clients onsite to view new capabilities, facilities, equipment, and Teams. 

Seeing a facility in-person allows us to fully understand what a business offers, go beyond a paragraph of text on their website or in an email. We then use that first-hand experience to inform our integrated strategy, including keywords and content. 

4. Connecting through Small Talk

When you begin an online meeting, people gradually pop in and can sometimes enter in the middle of pre-meeting small talk. This is a disadvantage as small talk can reveal new opportunities and ideas. In-person it is also easier to linger post-meeting for a pleasant catch-up or gather additional information with those who do not have to rush to another meeting.   

In a face-to-face situation, you can easily catch emotions due to the additional sensory input available, which may reveal the need for tough conversations or empathy. It is far easier to pull someone to the side to provide empathy or have that tough conversation as opposed to announcing to the group, “Can you stay on the line?”. You can show that you care and solve more problems in this live situation. 

TopSpot veteran Tim Doyle starts his meetings with, “Tell me something new.” This is a friendly invitation to the group to share a little about themselves or their business. Who doesn’t enjoy talking about themselves, their families, or their accomplishments? It’s also a chance to raise the SOS. Any sense that business isn’t going well allows Tim’s Team to consider other tactics or solutions to help. A meeting on strategy in person, whether at their headquarters or ours, allows us the time to get to know each other and build trust.  

The TopSpot Team at a partner’s plastics facility in Houston, TX.

Making Meetings Smarter 

Knowing the benefits of meeting face-to-face can also help you conduct better meetings. Being strategic about a meeting’s purpose and intended outcome encourages the above benefits and ensures every minute of live experience is valuable. Think outside the box by finding ways to engage with participants such as ice breakers or brainstorming techniques. You’ll find that you can communicate and collaborate better for an improved relationship whether internally or with your Clients. 

Want to engage and collaborate with us? Contact TopSpot to learn more about our integrated digital strategies.