Characteristics and effectiveness of different meeting formats: face-to-face meetings, remote meetings, and hybrid meetings

Abstract

The aim is to test a measurement instrument to assess the characteristics and success of meetings for both practical and theoretical purposes and to provide insights into the characteristics of successful meetings depending on the meeting format. The construct validity and reliability of a measurement instrument is tested. The key characteristics of effective meetings are also obtained by comparing the key characteristics and results of face-to-face meetings, remote meetings and hybrid meetings and analyzing what characterizes the three forms of meetings and participants’ perceptions of their effectiveness. The aim is to increase knowledge and understanding of what characterizes successful meetings, depending on the meeting format, by comparing the key characteristics and results of face-to-face meetings, remote meetings, and hybrid meetings. What characterizes the three forms of meetings, and their effectiveness are examined. A convenience sample was taken among university students at master’s level and in a snowball sample on social media. An electronic survey was submitted in February 2022 and the results are based on the responses of 289 participants. The characteristics of meetings are classified into four main factors: preparation, implementation, meeting conditions and organization. Strengths and weaknesses are analyzed by comparing the characteristics of meeting formats. Participants experience remote meetings and face-to-face meetings as equally effective, while hybrid-meetings are perceived as less effective. Meeting implementation has the strongest correlation with evaluation of meeting effectiveness, regardless of meeting format. Remote meetings have though several important advantages in terms of implementation, organization, and preparation while hybrid meetings have various weaknesses regarding implementation, meeting conditions and organization. The positive characteristics of remote meetings appear in clear goal setting, better respected time limits, and professional preparation. Communication goes more beyond the subject matter in face-to-face meetings, but the participants experience more active listening than in remote meetings and hybrid-meetings. The results indicate that remote meetings are the best option when efficient resolution or decision-making is needed, and when a greater number of people need to be brought together. However, face-to-face meetings are still important for building and maintaining relationships and to ensure that participants feel they are being heard due to more active listening in that meeting format. Due to the weaknesses, hybrid-meetings need thoughtful consideration regarding implementation and meeting conditions, this includes technical issues and acoustics, but it is also important to attempt to prevent participants´ perceptions of exclusion.