Not all meetings are created equal. Some thrive in person, while others are more efficient online.The tricky part is knowing which choice will most effectively move your goals forward.
When the format matches the purpose, meetings are more productive and meaningful. A simple way to make that decision easier is with the Meeting Scorecard, a downloadable resource that helps you weigh the key factors and choose the format that fits.
Before we get to how the scorecard works, let’s take a closer look at the strengths and challenges of in-person and virtual meetings.
The Value of In-Person Meetings
There are times when being face-to-face makes all the difference. In-person conversations help you read body language, build trust, and strengthen connections that rarely develop over a screen. Stepping away from everyday routines creates the space for these richer interactions, which in-person meetings can uniquely provide.
Face-to-face meetings also create shared experiences. A group dinner, a cultural activity, or simply time spent together in a different setting can deepen collaboration and leave lasting impressions. That’s why in-person gatherings often work best for client pitches, major negotiations, annual reviews, and team-building events where relationships are front and center.
The Value of Virtual Meetings
When speed and efficiency matter most, virtual meetings work well. They save time and travel costs, making it easy to bring people together across different cities and continents without the logistics of planes, hotels, or long commutes.
The technology behind virtual meetings adds even more value. Tools like screen sharing, chat, and recordings streamline communication and make it easy to revisit key points later. For quick updates, routine check-ins, project monitoring, or status calls, virtual is often the most practical and effective choice.
Common Pitfalls of Each Meeting Type
Even with their benefits, both formats have limitations. In-person meetings require more investment. Travel also comes with broader considerations, such as cost, time, and even environmental effects.
Virtual meetings come with a different set of challenges. Attention spans are shorter online, and screen fatigue is real. Technical glitches can interrupt the flow, and without the informal conversations that happen naturally in person, it’s harder to build trust.
Introducing the Meeting Scorecard
Because both formats have strengths and drawbacks, it helps to step back and use a structured approach. That’s exactly what the Meeting Scorecard is designed to do. By scoring a few key factors on a scale of 1 to 5, you and your team can quickly see whether in-person, virtual, or hybrid is the best choice.
The five factors to score are:
- Relationship depth needed
- Budget available
- Geographic spread of attendees
- Meeting complexity
- Urgency and time constraints
For example, a strategy session that requires deep discussion and trust-building will usually score high and point toward in-person. A quick project update will likely score lower and work best as a virtual meeting.
Meeting Scorecard
Decide if Your Next Meeting Should Be In-Person, Virtual, or Hybrid
How to use this tool:
Score each factor from 1–5 (1 = Not Important, 3 = Somewhat Important, 5 = Critical). Add up your total at the bottom.
|
Factor |
1 |
2 |
3 |
4 |
5 |
|
Relationship Depth Needed Will personal connection and trust-building make a big impact? |
☐ |
☐ |
☐ |
☐ |
☐ |
|
Budget Available Can you invest in travel, venues, and experiences? |
☐ |
☐ |
☐ |
☐ |
☐ |
|
Geographic Spread of Attendees Are participants far apart or mostly local? |
☐ |
☐ |
☐ |
☐ |
☐ |
|
Meeting Complexity Does the topic require deep discussion and collaboration? |
☐ |
☐ |
☐ |
☐ |
☐ |
|
Urgency & Time Constraints How quickly do you need to meet and make decisions? |
☐ |
☐ |
☐ |
☐ |
☐ |
Total Score: ______ / 25
Interpret Your Results
- 20–25 → In-Person
Worth the investment for relationship-building and complex collaboration. - 10–19 → Hybrid
Combine approaches: kick off virtually, meet in person for deep work, then move back online. - 5–9 → Virtual
Best for speed, efficiency, and routine updates.
💡 If “Relationship Depth” and “Meeting Complexity” are both high, lean in-person. If both are low, virtual is almost always enough.
Tips for Planning Each Type
If you’re planning an in-person meeting, start by making it easy for people to attend. Choose a convenient location, allow time for informal networking, and include breaks that let participants recharge and connect.Those casual conversations often add as much value as the formal agenda. Consider team exercises, workshops, or collaborative problem-solving sessions to strengthen relationships and reinforce meeting objectives.
For virtual meetings, structure is key. Share a clear agenda in advance, keep the timing realistic, and take advantage of engagement tools like polls, breakout rooms, or chat to keep people involved. Recording the session is another simple step that ensures anyone who can’t attend still has access to the conversation.
Putting the Scorecard Into Practice
Choosing the right meeting format can make or break your results. The Meeting Scorecard makes that choice simple, helping you and your team pick in-person, virtual, or hybrid based on what will deliver the most value.
Download or print the scorecard to use with your team, and when you’re ready to plan your next in-person meeting or incentive trip, contact SDI to create an experience that drives lasting results.
