How to make the business case for virtual meetings

Increased productivity, reduced costs and a greener footprint are just three ways to establish a strong business case for embracing virtual meetings.

Terry Lewis


Virtual meetings seem to be everywhere these days.

In recent years, the rising trends of remote work and globalisation have prompted more companies to get involved with team collaboration and video apps. However, after the Covid-19 pandemic of 2020, the demand for virtual conferences has grown.

During a time when many people weren’t able to attend office meetings, businesses began to discover how efficient, cost-effective, and productive the virtual meeting can be. However, there are still some shareholders and business leaders out there who are resisting the shift to virtual collaboration.

If you’re struggling with making a case for virtual meetings, this article can help.

1.   Introduce cost savings

Virtual meetings over video used to require a great deal of expensive technology and setup. Now, anyone can join a meeting in seconds just by clicking a button on an app like Microsoft Teams. You can dial into a virtual conference from a computer, smartphone, and countless other devices.

Compared to in-person meetings, which demand expense in the form of complex meeting rooms, travel, and even just office overheads, virtual meetings are much more cash-friendly. As your team continues to get comfortable with online meetings, their impact on your bottom line will grow.

2.   Explain the flexibility

Virtual meeting rooms aren’t just cost-effective. With video and audio collaboration tools, companies can host meetings with people all over the globe in one space. This makes it much easier for companies to expand their business with new skill from across the globe. Virtual meeting rooms even make it easier to work with freelancers, who reduce your employee overheads.

Because most meeting solutions are offered over the cloud, you only need to pay for the features and functionality that you use. For some people, this will mean paying for a simple subscription to a video conferencing as a service platform. For other businesses, the answer might be an investment in a full collaboration platform.

3.   Highlight new opportunities

It’s not always possible for every team member to make it to every meeting. When you’re hosting a meeting in the office, you need to work around the days when your team members available and think about remote workers too. Virtual conferences eliminate this problem by making it easier for people to dial in wherever they are.

Even if your employees can’t make the conversation, you can record the meeting and send the details to anyone who might need them. Some apps, like Microsoft Teams, even come with in-line transcription to make understanding meetings easier.

4.   Prioritise productivity

Because it’s easier for more people to join virtual meetings, it’s also more likely that you’ll benefit from a higher level of contribution and productivity in your business. Virtual meetings allow for interaction through various channels too. Teams can share ideas through instant messaging, set up a quick call, or have a full video conference.

Coupled with document and file-sharing tools, it’s easier for people from all backgrounds to collaborate in the same immersive digital experience. In some cases, you may even be able to access virtual whiteboarding tools and apps within your conferencing solution that make brainstorming ideas much easier.

5.   Address business reputation

Participants in a virtual meeting room can collaborate with just as much efficiency as people in a standard office space. For many remote workers, video conversations can feel as immersive as in-person conversations. This means that you can cut down drastically on the number of in-person meetings you need to have.

Reduced in-person meetings and more virtual meetings help your business reputation in various ways. First, you show the world that you’re committed to helping the environment. Since more people will be able to avoid the daily commute, you’ll be reducing the carbon footprint of your company. At the same time, virtual meetings and remote working options are more appealing to the younger generation. Replacing in-person meetings with online collaboration could help you to attract new talent.

Changing the World of Work

In today’s ever-changing business world, the only effective way to keep teams in the loop is to make sure that you have a way to communicate and collaborate, wherever your staff might be. Virtual collaboration tools keep the business workplace running smoothly, even when people can’t access the office.

The rise of video and web-based conferencing tools is helping to transform the definition of work. Work isn’t a place that we go to anymore, it’s something that we do, with support from the right tools. Having a virtual meeting environment in place ensures that work can continue to happen, no matter where the future might take your company.

If you want to learn more about virtual meetings, or digital transformation for your business, reach out to the team at Nice Network today!