When deciding to hold a remote meeting, many organizations compare the cost of meeting face to face with the cost of meeting remotely. This is a flawed comparison. Rather, you must compare the cost of meeting face to face with the cost of failing to meet your objectives.
Are remote meetings always less expensive than face to face meetings? Not always! If you answer YES to most of the questions below, a remote meeting may not be your best choice.
1-- Are the objectives of the meeting critical to organizational success? If they are not met, do you have a lot to lose? Will there be big gains if the objectives are met?
2-- Are the meeting objectives urgent? Is time of the essence? Are delays unacceptable?
3-- Are meeting activities complex and difficult to explain? Is a great deal of in-depth conversation needed to make decisions and reach agreement? Is there a great deal of work that must be accomplished using creative brainstorming and problem-solving techniques?
4-- Are the topics of discussion emotionally charged? Are the main topics contentious and likely to cause conflict or an emotional reaction from participants?
5-- Is a high degree of trust among team members essential to success? Is it critical that you test understanding, validate assumptions and clarify expectations among a large or diverse group of participants? Is the energy and enthusiasm of participants essential for achieving the meeting goals?
6-- Does the meeting require focused, uninterrupted work time? Will some participants become distracted and disconnect if the meeting is held remotely? Will some participants ignore pre-work if the meeting is held remotely?
In the current economy it is often tempting to save every possible dollar. Before you decide to hold an important meeting remotely, make sure that the remote meeting will indeed result in savings for your organization.
