INSIGHT
Virtual vs. face-to-face meetings. What's better?
We’ve all been there. One too many people with their camera turned off. That awkward pause when two voices collide. Or someone’s dog barking in the background. Video calls have come a long way, although are they always the best option?
Some people swear by the ease of logging on. Others are die-hard supporters of face-to-face meetings. At FCM Travel, we’re in the business of helping people pack a bag and meet face-to-face. But FCM Meetings & Events. They help businesses do both through their corporate event management solutions.
So, let’s settle the debate: screen or in person?
When virtual works
Now, we're not anti-virtual, far from it. There are a time and place for a well-timed Teams or Zoom call. Especially when working across time zones and regions, if half the team are at home, or keeping costs low a priority.
Pros of virtual meetings:
- Flexible and fast – calls can be arranged anywhere, anytime, even last minute.
- Minimal equipment – use a smartphone or laptop or install a full boardroom setup.
- Easy to record and share – hit record, store your dive, catch up later, and share.
- Multipurpose – great for interviews, check-ins, team huddles or training sessions.
- Time-saving – no travel means you can slot it into your day without filling the calendar.
- Easier to gather people – especially those ‘impossible to tie down’ people.
- Sustainable – fewer flights and car trips mean a greener alternative.
Cons of virtual meetings:
- Tech issues – bad connections, screen freezes, and ‘Can you hear me now?’ moments.
- Expensive setups – full AV-enabled boardrooms don’t come cheap.
- Harder to connect – it can feel impersonal and awkward, especially for shy speakers.
- Body language barriers – difficult to read facial expressions, tone and intent.
- Zoom fatigue – multiple video calls can drain the life out of even the most enthusiastic team members.
- Multi-tasking temptation – when cameras are off, the email inbox is open. People can tune out without ever clicking "leave meeting."
- No sense of place – being in a shared physical space (conference room, site tour, client office) creates context and memory. A Zoom tile doesn’t stick the same way.
Virtual meetings give companies the flexibility to stay connected without spending any money or losing time. These types of meetings are perfect for updates, check-ins, or recurring meetings and with the right tech and agenda, they can still feel personal and engaging if a longer event is required.
– FCM Meetings & Events
When a screen won't cut it
Video calls are fantastic and have a place. But when sealing a business deal, launching something major, or trying to win hearts and minds, in person is likely the best option. A screen also can’t replicate side-of-desk chats, hallway talks, or shared laughs over coffee.
In Australia and New Zealand, more than 36% of businesses send employees on weekly business trips, the highest rate globally. And over $19 billion was spent on business events in the past year alone, with the majority of that absorbed into travel costs. Showing signs that businesses are still doubling down on in-person connection.
Pros of in-person meetings:
- Warmer, more personal – face-to-face meetings build relationships that stick. Plus, a meeting can also move 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 cues – being able to read non-verbal communication is important when building rapport or establishing a long-term relationship.
- Better collaboration – productive collaboration happens best when you’re in the same room where it’s easier to brainstorm ideas and solutions. It can also create better group dynamics and inclusion.
- Instant feedback – read the room, pivot the pitch, and keep the conversation moving.
Cons of in-person meetings:
- Travel costs – a budget is needed for flights, hotels, transport, and the rest.
- Scheduling– getting everyone in the same place, at the same time is easier said than done.
- Logistics overload – booking all the logistics plus, venues, and catering can be a big undertaking.
- Environmental impact – travel leaves a bigger carbon footprint, which might clash with your company’s sustainability goals.
- Downtime and fatigue – if travelling far, time spent in transit or fighting jet lag is usually time not spent getting work done. Energy and productivity can take a hit, especially for back-to-back meetings or long-haul trips.
You can’t replace the energy of being in the same room. Some decisions just land better when you’re face-to-face. We see it all the time. Lightbulb moments, two-way conversation flows, unexpected solutions emerge, and stronger buy-in results. That’s the beauty of showing up.
- FCM Travel Account Manager
No-shows or latecomers – when someone’s flight is delayed or cancelled, it can derail your entire schedule. And no one wants to rehash the pitch for the one person who didn’t make it.
Weighing up the two
Choosing between virtual and face-to-face comes down to context.
Are you aligning on quick updates or pitching a bold new strategy? Is budget a key concern, or is relationship-building the top priority? Complex negotiations and high-stakes conversations usually thrive in person. But if it’s a quick meeting or one-on-one, virtual could be the way to go.
Ask yourself. What’s the purpose? What’s the outcome? And what’s the value of being there?
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