Why are face-to-face meetings at work still Important ?

In today’s ever growing tech world, it is common for any business to fall into the easy and learned routine of communicating solely online. From emails to Slack messages and video conferencing, there are endless means of online communication at our fingertips. Despite the benefits of technology and its constant advancements, there is one form of communication that cannot be replaced: Face-to-face meetings. These are vital, now more than ever before. It is essential to build trust and understanding, foster long lasting connections, encourage collaboration, and most importantly create a strong sense of community amongst team members.

The benefits of face-to-face meetings

The benefits of face-to-face meetings are endless when it comes to getting the best out of your team. They allow us to interpret tone, body language and to understand nonverbal cues more effectively than in an online interaction. These unique human traits can often be difficult to discern through digital communication. The importance of face-to-face meetings is that we have the ability and means to read these cues. They also provide an opportunity for open and direct dialogue. This is crucial when it comes to decision making and problem solving. In this short article we will provide you with tips on effective workplace communication and how to get the most out of face-to-face meetings.

      1. Deeper Relationships

How often do you hear the expression “So nice to put a face to the name”? In business we can accomplish a lot with phone calls and emails. Sometimes we work with people for years without ever actually meeting them. Have you ever met someone in person after working with them for months or even years and suddenly feel a stronger sense of connection? After meeting in person you probably felt a lot more comfortable and personable the next time you called.

      2. Fostering Collaboration

In addition to being creatively empowered and more effective when it comes to problem solving, face-to-face team meetings create a stronger sense of companionship among team members. By working with colleagues in person it can create a sense of community and help foster a more positive work environment, for everyone involved.

      3. Creativity

In person communication allows for the opportunity to express and articulate open dialogue. When people are in the room, unique understanding of ideas can be created and shared in real-time. This alone can lead to deeper understanding of problem solving as well as a greater sense of buy-in from members of the team. These useful outcomes are seamlessly achieved through face-to-face communication. When it comes to these specific benefits of in person collaboration, it is evident why employers are favoring shared office space. 

      4. Connection Issues

No more “sorry we can’t hear you. You are on mute” or “Sorry I need to restart my laptop”. Because technology is not always our friend and virtual meetings are not always as smooth as planned. Virtual meetings, while convenient, are not always that seamless. Technical issues such as poor connection, audio or equipment failures can disrupt the flow of the meeting and slow down productivity. In virtual meetings, it is common to experience problems such as muffled audio, dropped calls, delayed video and so on. This makes it difficult to communicate and can cause frustration and waste valuable time. In-person meetings minimize technical issues ensuring a smoother experience for everyone involved.

       5. Non-Verbal Communication

One of the biggest advantages of face-to-face collaboration is the ability to read nonverbal cues and interpret tone. Body language, facial expression and other forms of nonverbal communication can be difficult to interpret through technology. Being able to understand these forms of communication can lead to more effective understanding and lead a deeper and more meaningful way of problem solving during team meetings. 

Tips for Effective Face-to-face meetings

1. Mandatory Office Days

Companies who are currently utilizing virtual meetings, should consider having 1-2 mandatory days in the office minimum, in order to allow for face-to-face interaction between team members. By hosting mandatory meetings, it allows for better communication throughout the entire team, creating deeper connections and enhanced productivity. Your team members can deliberately schedule tasks of a more collaborative nature for their office days. These tasks may require teamwork and collaboration for the days they are working in the office rather than remote. This way, they can engage in face-to-face discussions and work together as a team more effectively. Additionally, having in-person meetings and work sessions can improve communication and collaboration. It allows for quicker decision making, as having members physically present can solidify a sense of unity.

2. Set The Agenda

To make the most of these meetings, it is crucial to have a clear agenda set out for the meeting and to also make sure everyone is on the same page. This can help keep these meetings extremely focused and productive. This affords members the opportunity to be able to share their ideas, while also giving everyone an opportunity to speak.

3. Relevant Team Members

It is advised to only have the necessary people attend these meetings in order to keep the meeting focused and productive. Sticking to the topic also prevents these meetings from getting drawn out. Keep meetings effective by setting an agenda and including relevant team members only. Sometimes including a new team member in a meeting that is less relevant to them can allow them to meet the broader team, form connections and educate them on the broader company goals and culture. 

4. Allow for some casual interaction at the start of the meeting

If your team rarely meets face-to-face this will be the time when people are most likely to form those personal connections. If your goal is for your team to form a deeper connection, allow a bit of time at the start of the meeting. 

5. Arrange a lunch time meeting

If your team is reluctant to come to the office, Make it more attractive by arranging some catering for your meeting. You can provide some morning tea or lunch.

Why are face-to-face meetings important?

In conclusion, while technology has made remote work and virtual communication convenient, there is no substitute for the power of in-person interaction. Personal connections and human interactions are crucial for building trust, fostering teamwork, and driving results. By prioritizing face-to-face meetings and opportunity for collaboration, teams can take advantage of opportunities for enhanced communication, collaboration and productivity that simply cannot be achieved through virtual channels. We must not underestimate the value of human connection in the modern workplace.

Why choose United Co?

At United Co. we offer a range of impressive meeting rooms to help businesses host a range of different meetings from team catch ups to workshops, training. Advanced technology is available to increase productivity and creativity. 

We are a shared workspace located in Melbourne, providing various flexible workspace options. No matter the size or stage of your business, we can tailor a solution to suit your needs. From casual access and part-time memberships to large office suites. Our team can advise you on the options best suited to your business. 

Our unique workspaces are specially designed to encourage well-being at work. If you’re interested in learning more, please don’t hesitate to reach out to us.