Cost Of Meetings: What Makes Online Meetings Cost-effective?

Meeting Mastery
Cost Of Meetings: What Makes Online Meetings Cost-effective?

When business owners and professionals consider transitioning to online meetings, it can be difficult to pinpoint which type of software and services are the most cost-effective. Online meetings have become increasingly popular due to their flexibility, ease of use and ability to connect with anyone worldwide.

Despite these positives, there is still a question of whether or not they will save you money in the long run. In this blog post, we’ll take a deep dive into what makes online meetings so cost-effective.

The Cost of In-Person Meetings

In-person meetings can be costly because of travel and logistics
Fig. 1. In-person meetings can be costly because of travel and logistics

In-person meetings are a great way to meet with individuals in person and discuss business matters. They can be used for networking, client meetings, negotiations, or other purposes. These costs can be classified into two categories, direct costs and indirect costs. While in-person meetings can be beneficial for a company, they come with their own set of costs, let us try to understand the different costs attached to them.

Logistic Costs

The cost of an in-person meeting will depend on the size and scope of the event. For example, a small meeting with just a few people may only require the cost of travel for those involved, while larger meetings may require more resources such as room rentals or catering services. Additionally, if the meeting is being held at a hotel or conference room center, there will likely be additional costs associated with the venue, such as rental fees, catering and cleaning services. Other factors that may affect cost include the use of audio-visual equipment, décor and rental furniture.

Material Costs

Printing materials such as handouts and presentation slides may also be a necessary cost associated with an In-Person Meeting. It is important to factor in the cost of printing materials, as well as any other supplies needed for the meeting such as pens and notepads. Promotion and marketing costs are necessary if you want your event to be successful, so make sure you factor in the cost of advertising beforehand.

Other Hidden Costs

In-person meetings can also come with other hidden or indirect costs, such as employee downtime and lost productivity while they are away from their normal duties. Hourly cost or the cost of any overtime hours should also be taken into account when planning an in-person meeting. There may also be regulatory costs associated with certain types of business activities conducted during an in-person event which should be considered.

Overall, in-person meetings can be expensive but may offer a unique opportunity for networking and collaboration that can help to propel businesses forward. It is important to consider all of the potential costs involved, including both the direct and indirect costs, before planning an in-person meeting. With careful consideration of all the associated costs, it is possible to make an informed decision on whether or not an in-person meeting is worth the investment.

The Cost of Online Meetings

The cost of tools is one of the challenges in doing online meetings
Fig. 2. The cost of tools is one of the challenges in doing online meetings

Online meetings are the preferred way of interacting these days – in place of physical, face-to-face meetings. This is great because it means that businesses and teams can collaborate without needing to worry about time, distance, or travel expenses. However, there are still costs associated with it.

First up, you have the cost of the technology used in the online meeting. This could be anything from video-conferencing software to audio-conferencing software and hardware (such as headsets). Depending on what type of meeting you are having, these costs can vary.

Next, there are hosting costs. If you are using a paid service to host your online meetings, there may be a monthly cost associated with this. Additionally, you need to consider the costs of any special features such as screen-sharing or file storage that come with the service.

Finally, you need to consider the hours of your team members. An online meeting means that team members have to use their working time for the meeting, which can also be considered a cost. So it is important to make sure that meetings are as efficient and productive as possible.

The Benefits of Online Meetings Over In-Person Meetings

Online meetings seem to be the preferred method of meeting nowadays
Fig. 3. Online meetings seem to be the preferred method of meeting nowadays

Online meetings have many benefits compared to in-person meetings. They are more cost-effective, allow for remote participation and can be held at any hour of the day.

First, online meetings are much cheaper than physical meetings because they require no travel expenses or rental fees for conference rooms. Additionally, it is easier to share and access information online, making it more efficient for participants to work together.

Second, it provides a way for attendees who cannot attend in person due to geographic or other issues to participate. This allows organizations and attendees from around the world to meet and collaborate regardless of location. Participants are able to easily join the meeting with just a few clicks on their computer or phone.

Another great benefit of online meetings is they can be time efficient, they can be held for ten minutes or less. Research has shown that ten minutes is the essential window of time for an effective and productive meeting. It could eliminate the need to spend a lot of time getting everyone together, allowing people to jump right into the business at hand.

Finally, online meetings can take place at any hour of the day, making them more flexible with participants' schedules and allowing employees to be efficient during their most productive hours. This helps organizations maximize their agenda without running overtime.

How to Make Online Meetings More Cost Effective for Your Business

Online meetings are generally more cost-effective than in-person meetings
Fig. 4. Online meetings are generally more cost-effective than in-person meetings

Online meetings can be cost-effective for businesses, but it's important to keep a few things in mind when planning and running your meeting. First and foremost, create an agenda that covers all of the topics you want to discuss during the meeting. Having a meeting agenda will ensure that the meeting stays on track and does not run long, which could cost you extra meeting costs.

Also, not all meetings are required to be online. For example, if the meeting is one-on-one or with a very small group of attendees, it might be more efficient to meet in person which will help you to transform your meetings into cost-effective meetings. Be mindful when deciding which type of meeting format is most appropriate for your situation.

The purpose of having a meeting also plays a major role in its costs. For example, team meetings and weekly meetings may not have as many associated costs as a large-scale event or conference. Furthermore, team meetings can be held virtually or through virtual conferencing platforms which can help to reduce costs even further.

Scheduling meetings with clear objectives can help to ensure that the time spent in an in-person meeting is well worth the associated cost. By taking all of these factors into consideration, it is possible for businesses to make informed decisions about when in-person meetings are most suitable and how to schedule them in an efficient way.

It's also important to schedule meetings strategically. Plan for the cost of online meeting services and make sure that your staff is prepared with the necessary materials to be productive during the allotted meeting time. Additionally, weekly meetings will ensure that no important topics are missed and that everyone has a chance to give their input on the matter at hand.

Too many meetings can be a costly mistake for businesses. Before scheduling any meeting, ask yourself if the meeting is absolutely necessary or if it can be accomplished through emails or phone calls. Doing this will help you to save money and time by avoiding unnecessary meetings and unproductive meetings that could have been handled in other ways.

Make Online Meetings More Productive With

Online meetings have revolutionized the business world and made it possible for people to connect from all over the globe. While there are some challenges that come with this new technology, the benefits far outweigh any negatives. By utilizing online meeting tools, businesses can improve communication, boost productivity, and build better relationships with customers and clients. is one such tool focused on helping users conduct more collaborative and effective meetings. You can use our meeting cost calculator to see how much you can save on meetings by using our online AI meeting assistant. provides several features to help teams stay organized including agenda and participation tracking. It promotes team cohesion by ensuring everyone is aware of what's happening during the meeting and encourages a brainstorming session by inviting everyone to participate in the discussion.

Have you tried using an online meeting tool for your business? If not, give a try!

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