Here's a real-life example of the savings one group, UW-Extension Northern District, experienced by meeting virtually at a distance instead of face-to-face.

Because the University of Wisconsin-Extension has a state-wide presence, Wisconsin is divided into Extension Districts. The Northern District consists of 13 counties, a large geographic area. Although the Northern District meets face-to-face, they have tried some virtual district-wide conferences -- and very successfully. First, we'll highlight the experience of just one county, Rusk. Then, we'll look at all 13 counties. This particular four-hour web conference took place in the fall of 2008.

Saving money -- There are seven staff in the Rusk County Extension Office. By participating in the Northern District Conference virtually, they saved:

• 7 people X $15 face-to-face registration fee = $105.00
• Mileage for 2 vehicles: 240 miles X $0.465 per mile = $111.60
• Total savings = $216.69

Now, $216.69 in savings for one meeting might not sound like a lot. But that's 3.6% of that office's travel budget for one year. That's money that can be spent helping youth, enabling farmers to be better land stewards, or helping families live healthier, happier lives. And this doesn't even include the time saved by these 7 people by not having to travel.

And the savings for the Northern District (plus Madison) attendees as a whole by not driving to Park Falls?

• Offices of origin: 19
• Mileage reimbursement saved for one meeting: $3,744.48
• Road trip time saved per 5 people average per office: 389 hours
• Salary and fringe benefits equivalency at $30.23 per hour: $11,769.55
• One meeting in one district: $15,514.03 saved.

While this figure doesn't include a modest charge by Instructional Communications Systems (ICS) to coordinate the technical side of the web conference, the overall savings were eye-opening, to say the least.

But what our Northern District colleagues discovered was there were other savings, too. Let's use Rusk County again as a microcosm of the district.

Saving time -- The Rusk County Extension staff was pleased to have a productive meeting, of course, but absolutely thrilled they didn't have "to get back in a car and drive for an hour or two to get back home from an in-service." There was still time in the day to accomplish other things. The virtual meeting provided the Rusk County staff with "the same amount of information [as usual] with half the time commitment." What's not to like?

Family friendly and hassle-reducing -- The time saved not driving led to other benefits. By not having to get up early to carpool (carpooling is a good thing, but…) and not returning late from a meeting, staff didn't have to make special childcare arrangements, disrupt family schedules, contact schools, get a pet-sitter, be late for after-school activities, re-negotiate dinner -- all those small but important life tasks.

Support staff participation -- When the staff travels to meetings, someone has to stay behind and staff the phones, greet visitors, and handle the work. By meeting virtually, the entire staff was able to participate. That, of course, helped strengthen their team. It also saved more time in the long run because everyone got the same information at the same time. People didn't have to get caught up after the fact.

Work efficiencies -- When the virtual conference attendees went on breaks, they were right in their office to check email, phone calls, and text messages. Sure, they could have done this using wireless devices on the road, but this was (even) simpler and quicker.

Office interaction and team-building -- Although all the Rusk County staff work in the same office, the nature of the work is that they "don't get to work together as much as [they] might like". But for the virtual district meeting, the Rusk County staff each brought food and beverage. That time-tested idea -- to break bread and have good conversation together -- proved itself helpful once again. The group ended up with "a full brunch potluck," including an "awesome veggie frittata" prepared by one of the team members.

Roads not traveled -- For the Northern District Virtual In-Service, carbon emissions weren't calculated and gasoline prices were in flux, but other things were considered:

• Highways. Less wear-and-tear. Think about multiple trips not taken and the impact on our roads.
• People's vehicles. Fewer miles. Less depreciation. Less maintenance.
• Ourselves. Get up at the regular time. Get home on time. Less driving. Adequate time to exercise. More time for family and friends. Time to volunteer. These things can make the difference between having an out-of-control day and a more balanced life. Fewer meetings and accompanying hassles impacts quality of life.
• Safety. Holding this one meeting at a distance meant approximately 30 vehicles were not on the road that day. That, in turn, reduces the number of potential accidents.
• Health. Less sitting. The opportunity for more movement, even light exercise such as walking or stretching.

Individual participant savings -- There were important incidental savings by not hopping in a vehicle and driving an hour or two. Staff might make a "pit stop" once on the trip to the meeting destination and once on the return trip. That's a time when people pick up soft drinks, an exotic coffee, or a snack. That's money the staff probably wouldn't spend meeting in their office on a web conference. A small thing, perhaps, but in this economy? Everyone is stretching their dollars.

Effectiveness -- The Northern District wanted to ensure that meeting at a distance was just as effective as meeting face-to-face; after all, if there are less-than-optimal learning or communication benefits, distance learning wouldn't be the right strategy no matter the environmental and cost-savings. Here's what the Northern District participants in the District Virtual In-service had to say.

The participants were asked, "How well did the Northern District Virtual In-Service meet your expectations?" 82% said excellent or good.
"… Would you consider participating in a Virtual In-service again?" 78% said yes; 22% said they weren't sure yet; nobody said no.

Spice up your meeting mix -- More and more people are discovering that a mix works best for them. Reduce the number of face-to-face meetings. Add a variety of at-a-distance meetings. Accomplish your goals. Reduce environmental impacts. Save money and time. Minimize hassles for your work team. Improve people's quality of life. All while doing the right thing. What's not to like in that scenario?