You’ve probably noticed it – the way your brain feels different when you’re in a physical meeting room versus a Teams or Zoom call. Some people thrive in the hum of shared spaces; others do their best thinking on mute.

In either scenario, meeting fatigue always runs its risk. Whether it’s “mirror anxiety” from seeing yourself on screen, limited movement, or the organiser monologuing. The mental switch between tasks, locations and people. It’s important that meetings are designed with intention and buffer time is built in for a walk, snack or a few moments away from the screen.

As hybrid working becomes the norm, it’s time we stop asking which type of meeting is “better” and start asking why they feel so different, and how to make both formats work for everyone. That said, in-person meetings continue to offer uniquely human benefits that are difficult to replicate virtually, especially when it comes to trust, collaboration, and creativity.

1. The Role of Environment in Focus and Connection

In-person meetings engage all the senses. You can pick up on energy shifts, body language, or someone’s hesitation before they speak. These micro-cues build connection and help with nuance—especially during complex or emotional conversations.

For others, that same sensory input can be overwhelming. Virtual meetings offer a calmer environment, with fewer distractions and more control. Features like mute buttons and chat functions can help quieter team members feel safer contributing. For neurodivergent colleagues in particular, video calls may support better focus and comfort.

Still, there’s a richness in physical environments that virtual calls can’t quite match—particularly in high-stakes or creative meetings. The ability to sketch ideas out together on a shared board or gather around a central focal point, like a Nobo Move & Meet Mobile Whiteboard and Notice Board, can enhance focus, memory and participation.

2. Difference in Generational Expectations

Baby Boomers and Gen Xers often perceive in-person meetings as a sign of respect and engagement. Many associate face to face time with productivity to read the room, build rapport and show up for one another.

Millennials and Gen Z however, often prefer flexibility and efficiency. They’re more likely to view meetings as functional, not performative. A video call that ends early is a win in their books.

These generational differences reflect different attitudes to work and communication—but they also hint at a broader challenge: how do we combine flexibility with effectiveness? In-person doesn’t need to mean time-wasting. With the right tools and an intentional setup, physical meetings can be just as efficient—and often far more energising and relationship-building.

3. Collaboration Vs Contemplation

Some of the most energising meetings happen in-person: ideas ricochet, whiteboards fill up, people bounce off each other’s energy. These moments of spontaneous collaboration often lead to breakthrough thinking—and they’re much easier to facilitate face-to-face, especially when you have tactile tools like the Nobo accessories kit bag to support visual thinking.

But in that same scenario, quieter thinkers might struggle to find space to contribute.

Virtual meetings can even the playing field. Chat functions, polls and structured turn-taking help more voices be heard – especially those who need a moment to reflect before contributing.

In both formats, try to welcome all thinking styles. Where relevant, send questions in advance, and build in pauses to allow time for reflection. It is also a good idea to invite written input after the meeting ends. Still, there’s something uniquely powerful about seeing ideas come to life in the room, on the wall, in real time—and that’s where physical meetings have the edge.

4. Rituals, Belonging and Collaboration

Community can be found in office rituals like grabbing a coffee before a team meeting, walking out of a meeting together, sharing a joke in the corridor after. These moments are more than a filler – they build trust and rapport between colleagues. In-person meetings naturally create space for these micro-connections.

Remote working surfaces its own rituals too – messaging a colleague after to debrief, sharing a meme or reaction to ease tension or show support. These digital habits still create culture – just differently. It’s important to make space for these informal connections. A 5-minute check-in at the start of each meeting can make a big difference.

But in-person interactions tend to lead to stronger, more durable team bonds over time, especially when you can collaborate around shared physical tools like a whiteboard or notepad, instead of just a screen.

At a glance:

Benefits of In-Person Meetings

• You can read the room. This helps to navigate nuance, tension and energy more intuitively
• Spontaneous collaboration
• Relationship building
• Less digital distractions
• Tactile Engagement – with tools like the Nobo Move & Meet board to enhance visual thinking

 

Benefits of Virtual Meetings

• Accommodates different working styles
• Efficient, time-conscious collaboration
• Digital tools to amplify quieter voices
• Global reach and inclusion
• Built in recording and replay value

 

Design for the Moment, not the Default

The real question isn’t whether in person-or virtual meetings are better. It’s what does this moment, this task and this team need most?

In-person meetings are ideal for:

• Strategy kick-offs
• Team building
• One-to-one check-ins or sensitive topics
• Complex decision making
• Workshops, creative sprints, or problem-solving sessions – especially when using visual tools like mobile whiteboards

 

Virtual meetings are effective for:

• Quick status updates
• Cross-location collaboration
• Documenting decisions

 

Virtual meetings remain a valuable part of the modern workplace—especially for cross-location collaboration, quick updates, and supporting colleagues who prefer a quieter, more structured environment. For many, joining from a familiar space helps them feel more comfortable, focused, and able to contribute on their own terms.

That said, when it comes to building rapport, fostering creativity, and solving complex challenges, in-person meetings still offer something unique. The ability to read the room, bounce ideas around spontaneously, and build real-time momentum is difficult to replicate online. With tools like the Nobo Move & Meet board and accessories kit bag, teams can harness the full potential of face-to-face collaboration—capturing ideas visually, adapting on the fly, and keeping everyone engaged.

As hybrid working continues to evolve, let’s make the most of both formats. But when the goal is deep connection, creative thinking or real alignment, nothing beats being in the room together—with the right tools to turn ideas into action.