The Importance of In-Person Meetings in a Remote World

by Something Incorporated July 23, 2024

Since the COVID-19 pandemic, much of the working world has shifted to a remote or distributed business model. Even after companies were able to make a safe return to the office, many opted to retain their new work-from-home operations, often even touting their remote-friendly workplace as an employee benefit.

But while remote work has its advantages, there are many benefits of in-person meetings that just can't be replicated working from home. As one of the foremost corporate spaces in the San Francisco area, The Box SF has had years of experience planning all sorts of company events, from high-level executive meetings to creative off-sites in our historic pressroom and mercantile. As experts in the industry, we know firsthand exactly how beneficial in-person meetings continue to be.

Stronger Relationships

Anyone who's ever stumbled through an awkward virtual happy hour or Zoom-based team bonding activity knows that, when it comes to building relationships, there's just no substitute for in-person interaction. In fact, a 1,000-day study by Atlassian concluded that in-person team gatherings lead to an average 27% increase in feelings of connection. A 2022 study found that remote workers had 33% fewer work friends on average, while 66% reported that they did not make any work friends while working remotely.

Better relationships between colleagues naturally results in a higher quality of work, but it's not just employers that benefit. The same 2022 study found that 95% of employees say having a friend at work makes them happier, and 76% said having a work buddy made them more creative.

Clearer Communication

If you feel like in-person meetings are more impactful, that may not be just a hunch: behavioral science research suggests that over half of communication is conveyed via body language, much of which is lost when meeting virtually or over the phone. Face-to-face communication helps eliminate the opportunity for misunderstandings, which will not only make your team more effective, but can also prevent potential HR concerns that could arise from a poorly phrased virtual conversation or email.

More (and Better) Ideas

It can be grueling to try to get a brainstorm started when you're staring at a wall of cameras-off squares and feeling like you're talking to yourself. In-person meetings force people to be present in the room—literally—and as a result, they're more likely to participate actively in the conversation and help generate ideas. According to Stanford researchers, in-person teams generate 15-20% more ideas than virtual ones.

Research shows that in-person meetings improve idea quality as well as quantity. According to a 2022 survey by Great Business Schools, 49% of employees feel that face-to-face meetings facilitate more strategic thinking—which is perhaps one of the reasons that same study found that 84% of workers preferred to hold meetings in person.

Smoother Operations

If you had a dollar for every time you said or heard, "One sec, let me just see if I can share my screen here..." you wouldn't have to work for a living. Technical problems are a constant in the distributed work world, and they waste even more time than you might realize. A study by Ooma found that the average remote employee spends 23 minutes per day dealing with technical difficulties.

While your in-person meetings likely still have an A/V component, hosting your gathering at a purpose-built meeting venue allows you to take advantage of professional tech setups and staff who can help you prevent and troubleshoot obstacles quickly.

Lasting Benefits

Believe it or not, you don't need to institute in-person work full-time or even weekly in order to get its benefits. That 27% bump in connection that Atlassian observed during its in-person work study lasted over four months following a single in-person gathering.

That's right: you don't need to lease an office building to reap the benefits of an in-person workforce. It takes just three to four annual face-to-face gatherings to facilitate stronger connections between your employees.

How to Plan the Perfect In-Person Meeting

Once you've gotten the go-ahead to put together an in-person meeting, you want to do everything you can to make sure it goes off without a hitch. As you start to plan your meeting, keep these tips in mind.

Pick the Right Space

In-person meetings have the potential to generate better ideas, but there's no better way to quash that potential than to shove your team in a too-small plain white box of a meeting room.

Consider your meeting goals, and then choose a space that reflects them. Holding a creative brainstorm? Book a bright, open space for ideas to fly. Bringing a group together to make some tough decisions? Get down to business in a small, stately conference room. Looking to train your team on strategy? Try an elegant classroom setting.

If your company brand prides itself on being a little off-beat, take the time to find a venue that reflects those values. A funky mini-museum or a historic landmark printing press will imbue your event with the same creativity you want to see reflected in your team's work.

Choose a Strategic Location

Picking the right place isn't just about the inside of the venue itself—it's also about choosing a geographic location that’s interesting and enjoyable for your attendees to stay in and explore. Choose somewhere that’s centrally located, with plenty of restaurants to choose from and cultural attractions to explore before and after your event.

Make sure you balance interest with accessibility: your venue should be within a short walking distance of nearby hotels and public transportation.

Arrange for Food

There's no better food for thought than actual food. Especially if you're holding a day of meetings, you want to make sure your attendees can keep their energy up throughout the day. Decide whether you want to bring in outside catering or book a venue with in-house menu options. If you're really looking to impress, hold your meeting over a full lunch or dinner.

Do an A/V Dry Run

Especially if you're working with your venue for the first time, make sure you can get early access to the space to test the tech setup and make sure you don't run into any pesky A/V obstacles. Find a space that's outfitted with the right equipment for your needs—no one wants to spend the day squinting at a makeshift wall projection or a too-small TV screen.

Make Your In-Person Meetings Something to Look Forward To

If you have remote workers, the return to in-person meetings can be a tough sell. Choose a venue that will prove to your employees that meetings don't have to be just tolerable—they can be downright enjoyable.

The Box SF is a unique historic building that offers antique sophistication paired with cutting-edge technological capabilities. With a variety of different meeting spaces and catering options to choose from, you can plan anything from an executive board meeting to an all-hands company banquet.

If you're interested in taking a tour or booking your next meeting, contact The Box SF for a consultation at info@theboxsf.com or 415-934-6900.