8 benefits of in-person client meetings
Last updated: January 22, 2024
Meetings are an essential part of the way most organizations operate, but maximizing the value of those minutes can be challenging. Although it may not be practical to have face-to-face meetings all the time, adding more of them can be beneficial for your clients and your team.
Are you considering implementing more in-person meetings to connect with clients? In this article, we’ll offer insights on how this can affect your business. We’ll also share some tips to run great meetings.
Benefits of in-person meetings: what to expect
When you prioritize in-person meetings, what will you get out of it? Take a closer look at some of the benefits and compare virtual versus in-person meetings.
1. Build stronger relationships
It’s no secret that relationships are at the core of successful partnerships. However, with 34% of employees working in a remote or hybrid environment, it can be difficult to engage in a way that makes an impact. In-person meetings allow you to connect outside a screen. This can lead to conversations that are more meaningful and memorable.
Meeting a client in person also shows that you’re willing to invest time and effort in the relationship. It’s a great way to establish a first impression and set the foundation for positive interactions in the future.
2. Collaborate easier
Bouncing ideas off others can be challenging during a video or audio call. An in-person setting allows for immediate feedback and brainstorming, without any of the awkward lag that can come with technology.
Tools like whiteboards or sticky notes can also make the experience interactive. Plus, studies have shown that writing by hand can increase memory, critical thinking skills, and creativity. These can all be important elements when a team is working together to develop a new concept or solve a problem.
3. Communicate more effectively
In-person communication is more than just verbal. Body language, facial expressions, and tone are all crucial for understanding a conversation's context. While you can see some of these things in virtual meetings, it’s easy to miss subtle hesitations or a moment when someone wants to speak up.
This is especially important when talking through difficult topics or feedback. Being able to address and clarify misunderstandings immediately can make conversations more effective. It can also reduce the risk of miscommunication.
4. Limit distractions
Virtual meetings can come with many distractions, like incoming emails and notifications. Meeting participants can be tempted to multitask, which may cause them to miss out on important bits of information and conversation.
Data from Zippia shows that at least 55% of employees say they multitask in meetings, doing household chores, surfing the web, and more. In-person meetings require more attention. It isn’t as easy to multitask when you’re physically present. This can translate into more productive meetings where everyone is focused on the same goal.
5. Increase engagement
In virtual meetings, some attendees who need information but aren’t required or expected to contribute may mute their microphone and turn off their camera. Face-to-face meetings don’t offer that opportunity; they encourage an environment where more people can contribute.
More engagement means additional voices. When you increase engagement from people in the room, you may learn from diverse perspectives. That can provide the input you need to make informed decisions.
6. Establish clear goals
Most meetings end with a summary of what the next steps will be, but it’s easy for them to get lost. Having everyone together in one room can lead to increased communication on the targets, milestones, and metrics that define success. And that results in clarity about what’s happening and why.
7. Encourage team building
Face-to-face meetings present opportunities for team-building activities that contribute to strong group dynamics. Activities like group meals or office tours give team members a chance to interact more casually. These moments allow people to find common interests and understand one another on a more personal level.
8. Promote networking
In-person meetings make informal networking conversations possible. Chance discussions before and after meetings often lead to useful idea-sharing. This can move beyond what's in the structured agenda and may help you uncover new business opportunities.
Empowering HR professionals to navigate change with ease
How to get more from your meeting
To get as many positive results as possible out of your next in-person meeting, consider the following best practices:
Define the purpose
Every meeting should have an objective. Outline the specific goals, outcomes, or issues to address. This way, the purpose is clear, and it will be easier for everyone to contribute productively.
Select a time
Choose a date, time, and location where all key stakeholders can participate. You’ll want to announce your meeting in advance. Adjust the schedule if that’s necessary and give attendees time to prepare.
Plan the agenda
Getting everyone up to speed can cause valuable time to slip away during an in-person meeting. Create an agenda that clearly describes what you want to acomplish during the meeting, and distribute it to all confirmed attendees.
Assess transportation
Think about how transit time and parking could affect all attendees. If you want to streamline this process and help people get from point A to point B, consider a solution like Uber for Business. You can coordinate from the web—even if riders don’t have a smartphone.
Encourage preparation
Recommend that participants review key documents and come prepared with insights, questions, or concerns that will inform the discussion. With attendees primed, you can jump into important conversations.
Facilitate participation
Once the time of the meeting arrives, create an environment where everyone can contribute. Make sure also to hold space for different viewpoints by allowing for moments for reflection before moving on from agenda items. This is important, as at least 30% of workers believe their ideas are shut down too quickly in meetings.
Cover next steps
Wrap up by summarizing takeaways and mapping out what happens next. Identify specific follow-up actions, owners, and deadlines so that each person leaves with an understanding of their responsibilities. Remember to send a recap to all attendees and anyone who may have missed the meeting.
Uber for Business makes it easy to travel to and from in-person meetings
It’s your turn to discover the advantages of face-to-face meetings. Want to get off to a great start? Offer on-demand executive car service for clients and employees to get to business meetings, conferences, and anywhere else they’re going.
Cost savings and compliance: Achieve cost savings by efficiently managing your team's travel expenses—all while ensuring that everyone on your team stays in line with your organization’s commute policies.
Ease of use and speed: Worried about running late? Uber for Business helps people reach their destinations in a timely manner, making it possible to avoid the stress of missing or delaying important client meetings.
Flexible trip planning: Customize your company's travel program. You can add team members and let them book rides through their business profiles on the Uber app. Plus, tailor the service to your specific needs by setting restrictions on ride times and locations.
Find out how you can provide your employees with efficient rides for their in-person client meetings with Central.
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