When the journey becomes the biggest part of the meeting
A one-hour discussion can take most of a working day once you include getting to the station, waiting, travelling and finding the venue. The ticket price is only one part of the decision. Preparation time, missed work and the journey home also matter. Before booking, ask what the meeting needs to achieve and whether everyone needs to be physically present.
Choose the format around the task
An inspection, hands-on demonstration or sensitive conversation may justify meeting in person. A project update or discussion of documents may work remotely. Write down the expected result: an approved proposal, a decision or an agreed plan. This makes it easier to choose between an email, video call, shared virtual room or physical meeting.
Keep the connection while reducing the journey
Remote attendance still needs preparation. Share materials beforehand, allow time for questions and make sure everyone can contribute. VR meeting rooms offer another option: participants join a shared virtual space using headsets and can discuss content on virtual screens. Start with one suitable meeting and compare the experience with your usual approach.
Try a simple travel test
For your next meeting, add up the travel time for every attendee, identify the tasks that require being there and consider whether a shorter remote session would achieve the same decision. Keep in-person time for activities where it adds clear value.
Explore the next step
If this is a challenge for your organisation, find out whether a different meeting or event format could help. Explore OowOah VR Meeting Rooms.