Business meetings in a postpandemic world: When and how to meet virtually

The COVID-19 pandemic that erupted in 2020 forced businesses across the world to adopt virtual meetings. With many people working from home, software platforms like Zoom and Teams became ubiquitous, but their widespread use also revealed many weaknesses and limitations. While technologies for virtual meetings have existed for decades, these technologies have advanced significantly in recent years, and today range from audioconference facilities to telepresence rooms with high-resolution video and sophisticated virtual presence features. The available alternatives differ significantly in costs, complexity and capabilities, and choosing the most effective technology for each meeting setting is not always easy. This is important, since after the pandemic, virtual meetings will move from being a necessity brought on by the pandemic to being a widely accepted alternative to traditional face-to-face meetings. Consequently, the questions of when and how to meet virtually will become even more significant. In this article, we describe a decision-making framework for choosing when and how to meet virtually, based on matching the appropriate communication capabilities with various meeting objectives and taking into account meeting size and duration. The framework is based on extensive empirical research conducted in partnership with several major U.S. and European companies.