Meetings are an essential part of how we communicate and get work done. Traditionally, meetings involved gathering in a physical room, but with the rise of technology, video conferencing has become a popular alternative. Today we ask, which one is more effective: video conferencing or traditional meetings? Let’s break down the key differences and explore which option might be best for you.
What is Video Conferencing?
Video conferencing refers to when people meet virtually, using the internet. Instead of sitting together in a room, participants use devices like laptops, smartphones, or tablets to connect through video and audio. Popular platforms like Zoom, Microsoft Teams, Google Meet and Cisco Webex allow teams to hold video conferences, even when miles apart. According to Gartner, 74% of companies plan to permanently shift to remote work after experiencing the benefits of video conferencing during the COVID-19 pandemic.
Traditional Meetings vs. Video Conferencing
Both traditional meetings and video conferencing have their pros and cons. Let’s look at how they compare in a few important areas:
Convenience
One of the biggest advantages of video conferencing is convenience. People can join the meeting from anywhere, whether they’re working from home, travelling, or in another country. This means less time spent commuting to meeting locations and more flexibility for everyone involved.
Traditional meetings, on the other hand, require people to physically be in the same place. This can mean scheduling difficulties, travel expenses, and time spent commuting. The ability to meet from anywhere makes video conferencing much more convenient, especially for teams spread across different locations.
Cost
Video conferencing can save companies a lot of money. According to a report by Lifesize, businesses save an average of 30% on travel expenses by switching to video conferencing. There’s no need to pay for flights, hotels, or meals outside of your home, making it a cost-effective option and with COS Rent 4 Events, you get the lowest possible prices in the market.
Traditional meetings can get expensive, especially when they involve people travelling from different places. Companies may have to pay for transportation, accommodation, and meals, which can add up quickly. By eliminating travel costs, video conferencing is much cheaper than traditional meetings.
Engagement and Focus
Some studies suggest that people may have a harder time staying focused during video meetings. According to the Harvard Business Review, 32% of people find it difficult to remain engaged during video conferences, partly because of distractions at home or technical issues.
In-person meetings can often feel more engaging. Being in the same room allows participants to pick up on non-verbal cues like body language and maintain eye contact, this can help keep everyone focused. Face-to-face interaction tends to promote better engagement and focus compared to video conferencing.
Collaboration and Communication
Lifesize reported that 99% of organisations said video conferencing helps improve communication within their teams. Video conferencing platforms come with tools like screen sharing, chat features, and file sharing that make it easier to collaborate on projects in real-time. Additionally, many platforms allow for recording meetings, so participants can review discussions later.
In traditional meetings, collaboration is more straightforward since everyone is in the same room. People can write on whiteboards, hand out physical documents, and have side conversations. However, there is no easy way to record or revisit the meeting unless someone takes notes. With the variety of built-in tools, video conferencing is a great option for collaboration, especially for sharing digital content and recording discussions.
Environmental Impact
By eliminating the need for travel, video conferencing is much better for the environment. A study by the Carbon Trust found that video conferencing can reduce a company’s carbon footprint by up to 90%. This makes it a greener option for businesses that want to cut down on emissions.
Traditional meetings that require people to travel, especially by plane or car, contribute to higher carbon emissions. This makes them less eco-friendly. For companies looking to be more environmentally conscious, video conferencing is the better option.
Technical Challenges
While video conferencing offers many benefits, it does come with its own set of technical challenges. Issues like poor internet connection, software glitches, and problems with microphones or cameras can disrupt the flow of a meeting.
In traditional meetings, there are fewer technical issues to worry about. As long as everyone shows up, the meeting can proceed smoothly without worrying about internet speed or malfunctioning equipment. With no need for technology, traditional meetings have fewer technical disruptions compared to video conferencing. But we, at COS Rent 4 Events, try to make sure that there are no such hiccups from our end to ensure that you get the smoothest experience possible.
The Verdict: Which is More Effective?
Global Market Insights projects that the video conferencing market will grow from £388.23 million in 2023 to £759.62 million by 2030. When it comes to choosing between video conferencing and traditional meetings, it depends on your needs. If your team is spread out, needs to cut costs, and is looking for flexibility, video conferencing is a fantastic option. It’s convenient, cost-effective, and better for the environment. With COS Rent 4 Events, you can find the best video conferencing equipment for hire.
