Conference calls versus face-to-face – what’s better?

It’s your call.

Engaging with colleagues and clients via platforms such as Skype, Zoom, Blue Jeans and FaceTime can be a convenient way to keep in touch and talk business. But can they – or should they – replace face-to-face meetings? While some business people swear by the efficiency of video conference calls, others are die-hard supporters of face-to-face meetings. So we decided to look at the pros and cons of both, and how to make them work for your business.

Video Conference Calls

The Pros

Flexibility – calls can be arranged anywhere, at anytime and on the spur of the moment.

Minimal equip needed – you can simply use a smart phone or laptop. Or you can choose to install a full boardroom set up.

Multipurpose - you can connect with remote workers, freelancers, interview job candidates, train staff or even include an outside guest speaker.

Time savings – with no travel time involved, everyone can attend a call and they get on with their day.

Easier to get people together – video conferencing can boost meeting attendance and include those ‘impossible to tie down’ people.

Sustainable - conference calls are a greener alternative than in-person meetings which require driving or flying.

The Cons

Technical issues – bad connections and equipment failures can hamper calls and impact on communication.

Costly – a full boardroom video conference set up can be expensive.

Impersonal – it’s less easy to create group rapport and some people are more reluctant to contribute.

Hard to read body language – especially if you are negotiating with a person or conducting a job interview.

 

How to make video calls effective

  • Circulate a clear agenda to participants before the meeting.
  • Ensure everyone has downloaded the correct software in advance.
  • Do a tech test-run before the meeting.
  • Send all participants the code needed to join the meeting.
  • Start and end on time.
  • Introduce everyone.
  • Use visuals – learn how to share presentations or your desktop.
  • Record the meeting for colleagues that can’t attend.
  • End with an action plan.
  • Follow up with participants.

Face-To-Face Meetings

The Pros

Warmer and more personal - in-person meetings with a client or potential client can be invaluable. It’s an important step to help build positive relationships. Plus a meeting can also flow into a business lunch or informal gathering where more insights are gained.

Clearer communication – things can and do get lost in translation with video calls, while the dynamics of face-to-face meetings tend to provide clearer direction.

Non-verbal communication - being able to read non-verbal communication is important when building rapport or establishing a long-term relationship.

More collaborative - productive collaboration happens best when you’re in the same room where it is easier to brainstorm ideas and nut out solutions. It can also create better group dynamics and inclusion.

Better feedback – when face-to-face you can better capture people’s attention, engage them and get feedback immediately.

Builds rapport - business is built on the trust and rapport between team members and clients – informal conversations about weekends or life can help strengthen connections.

The Cons

Cost – you need to factor in travel costs.

Scheduling issues – waiting until everyone is available in the one place can mean a delay in booking the meeting in.

 

How to make face-to-face meetings effective

  • Spend participants an agenda in advance.
  • Book a meeting room.
  • Check that any technology you are using is working.
  • Introduce everyone.
  • Have a clear agenda and stick to it.
  • Keep phones and laptops off the table to eliminate distractions.
  • Finish by identify the next steps and setting an action plan.
  • Start and end on time.
  • Follow up with participants post meeting.
  • Use one business meeting trip to achieve a number of things.

While both meeting options have their place, don’t underestimate the value of meeting in person. The benefits of investing in a well-prepared meeting can greatly out way the expense incurred to get there, especially in the early stages of a business relationship or when a sensitive issue has to be resolved.