Decision Time: Face-to-Face Meeting, Web or Teleconference?

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Business meetings are no longer limited to face-to-face interaction. There are a wide variety of options available, including teleconferencing and web conferencing, that can achieve the same result. But, which is appropriate for your meeting? It's important to choose carefully as it can make or break deals as well as waste time and money if not calculated properly. Well, as you've probably guessed, I'm here to put your concerns to rest.

There are plenty of things to consider when choosing the right method of meeting with clients or co-workers. There are advantages and disadvantages to both web and teleconferencing and face-to-face meetings. Conferencing is often a great solution for meetings with employees that may not be local to your company's office. Because the conferencing requires a moderator and the participants aren't right next to each other, it reduces casual conversation and allows the host to keep the meeting on task. This usually results in shorter and more productive conferences.

Conferencing is also ideal for staying in close contact with clients anywhere in the world. Your team may often work with on-going projects for clients who need constant briefings to remain confident in your team's ability. This is easy with web and teleconferencing, however, there are a few disadvantages. You can't always count on your clients or your co-workers being savvy enough to easily understand and utilize conferencing services (though most are fairly basis these days). You might also experience technical issues (so be sure to use a service with good support). Of course, the same can be said for face-to-face meetings. It's entirely possible that someone might forget materials or attend an in-person meeting unprepared. Another possible problem might come with the moderation of web or teleconferences. There are several controls available when acting as host. You'll have to find someone who has familiarity with the conferencing options in order to conduct a flawless meeting. However, many conferencing services do provide live, in-person training and support in case you need it.

With the steady increase of travel prices, I need to mention the cost savings associated with web and teleconferencing. There is no doubt that conferencing services are far cheaper than business travel, especially when used frequently. It's always appropriate to save your company money when possible.

According to a recent study, teleconferencing participants are usually more prepared for their meetings. With better prepared attendees you can count on meetings being more productive with better results in quicker time. This is likely a matter of manners. Simply because members can't see each other, they tend not to interrupt as much, keeping the meeting structure firmly intact. For more information on web and teleconferencing etiquette, check out these webinars.

There really only seems to be two situations that conferencing is not ideal for: negotiating and rapport building. A tried and true tradition of creating a lasting relationship between business and client, company and employee, is a good old fashioned face-to-face meeting. Body language is a huge part of sensing someone's intentions and this isn't always possible via the telephone. Face-to-face meetings are also helpful in negotiations. Situations such as the exchange of money or property often require the physical presence of people. These types of gatherings are sometimes emotionally charged and necessitate many exchanges between participants. This is not easily done through teleconference and also not wise in creating an atmosphere of trust.

While there may be other disadvantages to web and teleconferencing, they aren't necessarily situational as much as participant driven. Avoid these issues by addressing etiquette up front. Focus on both your situation and participants when making the decision to meet face-to-face or via a conferencing service.