Meetings in person still matter

In an increasingly digital world, it’s tempting to see face to face meetings as old-fashioned. But when it comes to governance, where nuance, trust, and accountability are non-negotiable, being in the room still matters.

With the increase in virtual or hybrid approaches to meetings in schools and trusts, it’s important to remember what is uniquely gained through face-to-face governance.

And, as AI tools enter the space, we must ensure they enhance the meeting, not overshadow it.

What in person meetings offer that screens can't

Governance relies on more than just information. It depends on trust, tone, and shared understanding. Getting these right on a virtual call is hard and they are undoubtedly easier to build when everyone is in the same room and able to engage directly with each other. 

1. Human connection strengthens challenge and consensus
The best governance meetings are not always easy. They involve scrutiny, challenge, and complex decision-making. Being in person allows body language, tone, and timing to be read more easily, especially in moments of deep discussion or debate.

2. Focused time, fewer distractions
Remote meetings can invite split attention with emails filling the inbox, tabs open, and people distracted by what’s going on around them, not by what’s on screen.  In contrast, in-person meetings foster presence, which is critical when reviewing sensitive data, risks, or strategic decisions.

3. Greater equity of voice
In a room, it’s easier to spot who hasn’t spoken. Chairs can invite contributions more naturally. This helps prevent dominance or disengagement, particularly important when a range of perspectives are key to sound governance.

Why AI tools must serve the room, not take over it

The risk with some AI tools is that they become the centre of attention, not the background support. Meeting participants shouldn’t need to pause and clerks shouldn’t have to worry about what's happening mid-meeting. And governors shouldn’t feel like their words are being fed into something they don’t fully understand.

Technology that fits both in person and virtual governance

Some AI tools were created purely for virtual spaces and were made for the Zoom calls, Teams links and digital transcripts. That’s fine for fast note-taking, but governance requires more than transcription. It needs understanding, process, and accountability.

AI will change how schools and trusts operate but it must never erode the human core of governance. The best meetings still happen when people feel safe, seen, and heard. Technology should clear space for that and not compete with it.

How Scriba supports better in-person governance

• Drafts minutes invisibly with no awkward typing or transcribing during meetings

• Aligns with your meeting templates and structures

• Allows everyone in the room to contribute in the discussion.