What % of Business Travel Has Been Replaced by Virtual?

Business travel used to be a major part of how companies worked. But things have changed. Virtual meetings and online tools have taken over a huge part of what once required flights and hotel stays. In this article, we explore just how much business travel has been replaced by virtual alternatives, and more importantly, what you can do about it. Let’s break it down stat by stat, and give you actionable strategies along the way.

1. 84% of companies adopted video conferencing as a replacement for some business travel post-2020

The Big Shift: From Airports to Apps

Back in 2020, when the world hit the pause button, companies had no choice but to get creative. One of the most powerful changes was how quickly businesses jumped into video conferencing. And now? A staggering 84% of companies still use it instead of traveling for at least some business needs.

This isn’t just about Zoom calls replacing flights. It’s a cultural reset. The speed, cost, and convenience of meeting virtually changed how decisions are made, how partnerships are built, and how work gets done across borders.

Why Video Conferencing Took Over

Before the pandemic, many teams flew across the country—or the world—for quarterly check-ins, brainstorming sessions, and pitch meetings. That often meant full-day travel for a one-hour meeting. Once companies realized they could cut that out without hurting productivity, it was game over for a lot of those trips.

Video conferencing tools offer instant access. You can hop on a call with your client in Germany at 10 AM and be back in a team sync by 11. No passport, no delays, no jet lag.

More importantly, video tools have come a long way. Breakout rooms, live collaboration features, screen sharing, real-time feedback—they’ve turned into virtual boardrooms. That’s why companies who tried it as a backup plan now rely on it as a permanent part of how they operate.

What This Means for Your Business

If your team hasn’t fully leaned into this shift yet, you’re already behind. But it’s not too late.

Start by auditing the types of travel your team does. How many trips were for things that could be just as effective (or more) over video?

You can set up a decision framework for travel. For example:

Is this meeting high-stakes and relationship-heavy?
Does it involve more than five decision-makers?
Is it part of a strategic expansion effort?

If the answer is no to all three, then it’s a strong candidate for virtual.

Also, invest in better video tools. The difference between a fuzzy call and a seamless one is more than just tech—it changes the perception of professionalism. Upgrade your lighting, camera setup, and background environments. A sharp virtual presence goes a long way.

Long-Term Benefits

This isn’t just about saving time or money. Reducing travel helps your carbon footprint. It boosts work-life balance for employees. And it keeps teams more agile.

With 84% of companies already making the switch, the question isn’t if you’ll follow—it’s whether you’ll lead or lag behind.

2. 60% of business travel is expected to be permanently replaced by virtual meetings

A Permanent Change, Not Just a Phase

The word “permanent” is doing a lot of heavy lifting here. For decades, business travel was seen as essential. You shook hands, you flew first-class, you signed deals. That’s just how it worked. But now, 60% of business travel is expected to be replaced for good.

This isn’t a temporary cut or a budgeting blip. It’s a new operating model. One where flying is optional and video is default.

Why This Matters

When something is temporary, people hold on to old habits. But permanent shifts mean processes, structures, and strategies must change.

Companies are rethinking job descriptions. “Travel up to 50%” is being replaced with “Strong virtual communication skills.” Training programs are being moved to virtual classrooms. Conferences are turning hybrid. Entire industries—consulting, tech, education—are rewriting their blueprints.

If you want to stay competitive, you need to rethink your own business model. How many parts of your company rely on travel? And what would change if 60% of that disappeared?

Turning This Into an Advantage

Here’s the good news: going virtual doesn’t mean losing connection. In fact, it forces you to communicate more clearly and consistently. That’s a win.

To make the most of this shift:

Standardize your virtual processes. Create internal playbooks for how to conduct high-impact virtual meetings.
Train your team. Being good on video isn’t automatic. Help your people develop presence, clarity, and energy on screen.
Create virtual rituals. Just because you’re not in the same room doesn’t mean you can’t build culture. Weekly check-ins, digital coffee chats, and async feedback loops go a long way.

Also, think globally. If geography doesn’t limit you, neither should your hiring. This permanent shift opens up access to a worldwide talent pool. Use that.

3. 63% of large companies reported reducing internal travel by at least 50%

Internal Travel Was the First to Go

When companies looked at their travel expenses, the biggest and most obvious category to cut was internal travel—those meetings between teams, departments, and branches. The result? A 50% or more drop in internal trips for 63% of large firms.

Internal meetings used to mean flying managers across cities, sometimes just for alignment. But now, that’s mostly happening online—and surprisingly, it’s working better than expected.

How to Rethink Internal Collaboration

Cutting internal travel doesn’t mean cutting collaboration. It means optimizing it.

Virtual standups, strategy sessions, and cross-functional check-ins allow people to stay aligned without leaving their desks. Plus, digital tools like shared whiteboards, project boards, and async updates give people space to think deeply—something that’s often missing in hectic in-person meetings.

If your team still leans heavily on in-person syncs, it’s time to step back.

Audit your meeting types. Separate them into:

Mission-critical (must be live)
Strategic alignment (could be virtual)
Status updates (should be async)

Then redesign how your teams meet. Use frameworks like the 30-30 rule: 30 minutes for live meetings, 30 minutes for prep/post-work asynchronously.

Also, set clear norms. A good virtual meeting is short, focused, and ends with clear next steps. Teach your teams how to run those, and your entire company will move faster.

A Quiet Benefit

Reduced internal travel doesn’t just save money. It gives your people time back. That means more focus, better rest, and fewer distractions. Over time, that adds up to stronger execution across the board.

4. 47% of companies plan to permanently reduce travel budgets by 20–40%

Rewriting the Budget Playbook

Nearly half of all companies are putting their money where their strategy is. They’re not just cutting travel for now—they’re baking it into the budget. That 20–40% reduction? It’s not a temporary fix. It’s a long-term shift.

Why? Because the return on investment for many types of travel just isn’t there anymore. When a virtual meeting costs a few dollars and gets 90% of the result of a $2,000 flight, the math speaks for itself.

Travel budgets were once a badge of success—now they’re under the microscope. And CFOs are loving the new leaner look.

What This Means for Teams

When budgets change, behavior follows. Teams that once defaulted to “Let’s meet in person” are now being asked to justify every ticket and hotel night. That’s not a punishment—it’s a filter.

Start building your own travel justification checklist. Something like:

What’s the objective of the trip?
Can this be done virtually with similar results?
Is the expected value worth the cost?

The goal here is to use travel where it makes the biggest impact—not just where it’s tradition.

Tactical Steps to Take

If you’re managing a team or business unit, align early with your finance team. Get clear on what your new travel limits are. Then work backward to redesign how you approach client work, training, and internal projects.

Don’t wait for policy to catch up—lead by example. Show your team how virtual-first doesn’t mean second-best. Create resources that make it easier to go virtual well: template decks, onboarding guides, meeting etiquette standards, and toolkits for engagement.

Reinvest the savings. That 20–40% you’re not spending? Use it to boost virtual tools, training, and team-building efforts. Or use it for more meaningful, high-impact trips once or twice a year that really matter.

5. 33% of companies aim to eliminate 25% or more of their pre-pandemic travel permanently

The Travel Ceiling Just Got Lower

A third of companies aren’t just looking to cut around the edges. They’re targeting a quarter or more of their entire travel activity—and wiping it out for good.

This isn’t a coincidence. It’s a reflection of how priorities have changed. Companies have realized that a lot of travel wasn’t actually necessary. It was habit, not strategy.

Now, with tools and workflows that support distributed work, they’re choosing to invest elsewhere.

How to Think Like These Companies

Eliminating travel sounds bold. But here’s the key—it’s not about going 100% remote. It’s about tightening the criteria for when travel adds real value.

Start by creating tiers of travel. For example:

Tier 1: Essential (client acquisition, investor meetings, strategic negotiations)
Tier 2: Optional (planning sessions, annual reviews, team offsites)
Tier 3: Replaceable (status updates, internal check-ins, initial intros)

Focus your cuts on Tier 3 first. These are the trips that eat up time, budget, and energy—but can easily be handled by a well-run virtual meeting.

Once you make the shift, track the impact. You’ll often find that productivity doesn’t drop—in fact, it may increase. People have more time to prepare, follow up faster, and focus better when they’re not constantly on the move.

Use This as a Culture Shift

This stat also hints at a deeper truth: culture is moving. The companies that are aggressively cutting travel are also rethinking how they build trust, how they manage performance, and how they scale relationships.

If your business relies heavily on in-person moments to build culture, now’s the time to reinvent that. Create rituals and rhythms that work in a virtual world.

One way is to shift from presence to performance. Don’t reward people for showing up in person—reward them for delivering results, no matter where they are.

That mindset unlocks flexibility, freedom, and a more modern business model.

6. Virtual meetings have replaced up to 70% of internal team travel

The Virtual Office is Real—and It’s Working

When 70% of internal travel gets replaced, that’s not a trend. That’s a system shift.

Think about it. Entire departments used to fly across the country for team alignment, quarterly reviews, or even brainstorming sessions. Now, all of that is happening on screen—and it’s sticking.

This shift doesn’t just reduce travel. It redefines how teams collaborate, communicate, and connect.

Getting the Most Out of Virtual Collaboration

Virtual meetings don’t have to be dull. The problem is most companies just transferred their in-person habits to Zoom—and that doesn’t work.

Here’s how to make virtual internal meetings truly effective:

Keep them short. Attention spans drop fast online. Aim for 30–45 minutes max.
Make them visual. Use slides, screen shares, and collaborative tools like Miro or Figma.
Use breakout rooms for deeper discussions. This recreates the sidebar magic of in-person meetings.
Document everything. Virtual allows for easy recording and sharing—use it to your advantage.
Set clear outcomes. End each meeting with next steps and deadlines.

Also, don’t overdo it. The trap many fall into is replacing travel with too many video meetings. Instead, build async workflows—shared documents, recorded updates, and status dashboards that don’t require live calls.

Building Strong Teams Without Planes

The big fear with cutting internal travel is losing team culture. But here’s the truth: culture isn’t built in conference rooms. It’s built in how you treat people, how often you communicate, and how well you listen.

Use some of the travel savings to host purposeful virtual team-building events. Not the cheesy kind—real, thoughtful moments that let people connect.

And when you do bring people together in person, make it count. Plan full-day strategy sessions, retreats, or offsites that build trust and drive outcomes.

By replacing 70% of internal team travel with virtual tools—and doing it well—you not only save time and money. You build a leaner, faster, more flexible team that’s ready for the future.

7. 54% of CFOs indicated virtual tools would permanently replace business travel

When Finance Leads the Way

When more than half of CFOs—people who guard every dollar—say virtual tools are here to stay, it’s not just a passing opinion. It’s a budget-backed strategy.

CFOs aren’t known for chasing fads. They make decisions based on long-term efficiency, risk management, and value. So when they support virtual over travel, you can be sure it’s grounded in data and results.

This is a big moment. For years, travel was treated as a given. Now, it’s a variable that’s being controlled—and virtual tools are taking the lead.

What’s Driving This Decision?

There are three core drivers behind this shift:

Cost Efficiency – Virtual tools cost a fraction of what even one business trip does. When multiplied across departments and geographies, the savings are huge.
Speed – A meeting that once took days of travel can now be scheduled in hours. That agility helps businesses respond faster and move quicker.
Predictability – Travel comes with risks—delays, cancellations, health issues, even geopolitical tensions. Virtual meetings remove much of that uncertainty.

CFOs see the numbers. They know that for every dollar saved on travel, there’s an opportunity to reinvest elsewhere—tech, people, innovation.

How to Get CFO Buy-In for Virtual Expansion

If you’re in a role where you propose travel or lead a team that relies on it, understanding the CFO mindset is key.

Here’s how to build the case for more virtual:

Show cost comparisons. Present side-by-side breakdowns of travel versus virtual execution.
Tie it to outcomes. Did a sales call convert? Was a strategy session productive? That matters more than where it happened.
Offer reinvestment ideas. Suggest where the travel savings could fuel growth in other areas.

Most importantly, show that you’re not asking to cut corners. You’re optimizing for impact.

What to Watch Out For

CFOs love efficiency—but they also care about long-term results. So, don’t take their support for virtual as a pass to go 100% remote. Know when in-person is worth it.

Build a framework where virtual is the default, but in-person is used intentionally for maximum value. That balance is where real ROI lives.

8. 76% of employees prefer virtual meetings over flying for routine business

Your Team Has Spoken

When over three-quarters of employees say they’d rather hop on a video call than a plane for routine work, you have to listen. This isn’t about being lazy—it’s about being efficient, balanced, and sane.

Routine business doesn’t require boarding passes. It requires clear communication, fast decision-making, and minimal friction. Virtual meetings, when done right, offer all of that.

Why Employees Prefer Virtual

Here’s the truth: business travel sounds glamorous until you’re doing it regularly.

Early flights. Late nights. Unfamiliar beds. Airport delays. Missed family dinners.

Virtual meetings cut all of that. Employees can get their work done without losing personal time or burning out.

There’s also a performance angle. Many people think better in their own environment. They have access to all their files, tools, and resources—things that often get disrupted on the road.

And let’s be honest: traveling for a routine update or weekly check-in feels wasteful. Employees know it. So do managers.

How to Make Virtual Work Even Better

If your team is already leaning into virtual, double down. But make sure the experience is good.

Here are a few ideas:

Set video etiquette standards. Simple things like camera on, muted when not speaking, and clear visuals go a long way.
Use collaborative tools. Google Docs, Miro, Notion—these help keep meetings interactive and productive.
Record when appropriate. Not everything needs to be live. Let people watch on their own time for lower-priority meetings.
Respect time zones. Don’t assume everyone is in the same location. Build flexibility into your scheduling.

Most importantly, ask your team what’s working—and what’s not. Just because something is virtual doesn’t mean it’s effective. Keep evolving.

One Caveat

Just because virtual is easier doesn’t mean it’s always better. Know the difference between what your team prefers and what your clients or partners need.

Sometimes, showing up in person for a key meeting still makes a stronger impression. The key is balance.

Virtual works best when it’s used with purpose. Make it the norm for routine work—but don’t let convenience replace connection where it matters most.

9. Corporate travel spending dropped 71% in 2020, and has only partially recovered

The Year Travel Hit Pause

That 71% drop in corporate travel back in 2020 was a shock to the system. Overnight, conferences vanished. Flights were grounded. Hotel rooms sat empty. Business as usual simply stopped.

But here’s the twist: the world didn’t collapse. In fact, most businesses found new ways to operate—and many performed better than expected.

This forced experiment opened everyone’s eyes. The question was no longer, “How do we travel smarter?” It became, “Do we even need to travel at all?”

The Recovery Has Been Uneven

Fast forward to now, and travel is back—but not like before. Most estimates say corporate travel has only recovered to about 65–70% of its former volume. And many of those remaining trips are very different in nature.

Here’s what changed:

Fewer short, internal trips
More focused, high-impact travel
A mix of hybrid and in-person for events

The travel that’s returned tends to be the kind that can’t be replaced—like deal-closing meetings, site visits, and strategic summits.

Everything else? It’s now a candidate for a calendar invite, not a boarding pass.

How to Navigate the New Normal

If you’re in charge of travel planning, operations, or even team leadership, this partial recovery offers you a blank canvas.

Start by mapping out your “must-travel” vs “can-be-virtual” scenarios.

Think of travel like a product:

What’s the cost?
What’s the benefit?
What’s the risk of not doing it?

This helps you filter out legacy trips that no longer serve your business goals.

Also, partner with HR and Finance to create clear travel policies. Make it easy for teams to know when they should travel—and when they shouldn’t.

And don’t ignore your vendors. Hotels, airlines, and agencies have also adapted. They now offer more flexible packages, hybrid support tools, and lower-cost options for shorter trips. Use that to your advantage.

The Opportunity in This Drop

A 71% drop may have looked scary at first, but it created a huge opportunity to rethink everything.

Now, you can build a more efficient, thoughtful, and results-focused travel program. One that values outcomes over optics. One that invests in people, not just tickets.

10. 45% of conferences have shifted to a hybrid or virtual model

The New Look of Events

Conferences used to mean big stages, crowded booths, and a whole lot of coffee-fueled networking. But now, nearly half of all conferences have moved to hybrid or fully virtual formats. And honestly? It’s working.

Attendees no longer have to hop on planes just to hear keynotes or attend workshops. Now, they can join from their desks, kitchens, or even on the go. And organizers are finding they can reach wider audiences without the logistical headaches of in-person-only events.

This shift is more than a tech upgrade—it’s a mindset change.

Why Hybrid is Here to Stay

Hybrid conferences combine the best of both worlds. They keep the energy and connection of live events, but layer on accessibility, cost savings, and flexibility through virtual options.

For attendees:

No travel or hotel costs
Easier access to global speakers
Replays and on-demand content

For organizers:

Bigger reach with lower overhead
More data on engagement
Higher attendance from different regions and demographics

Plus, sponsors are loving it too. Digital booths and branded sessions give them more trackable visibility than handing out brochures ever did.

How to Get More from Virtual Events

Whether you’re hosting, sponsoring, or attending a hybrid or virtual event, your approach has to evolve. The old playbook won’t cut it.

Here’s how to win:

If you’re a host: Don’t treat the virtual audience as an afterthought. Design for both groups. Have a digital host, use chat-based engagement, and run polls to keep energy high.
If you’re an attendee: Prep in advance. Just like you would for a live event, map out your sessions, block your calendar, and engage in the chat.
If you’re a sponsor: Build a virtual experience. Think interactive demos, Q&As, and digital giveaways.

Also, follow up matters more than ever. A virtual handshake disappears unless you follow up. Reach out, send a thank-you note, or connect on LinkedIn. It makes a difference.

The Big Win

Hybrid events break down barriers. They allow for more inclusive participation, more data-driven insights, and more flexible networking. That’s why 45% of conferences have made the move—and that number will only grow.

If your business isn’t participating in or learning from hybrid event strategies, now’s the time to start. It’s no longer about being early—it’s about not being left behind.

11. Business travel recovered to only 65–70% of pre-pandemic levels by late 2023

The Bounce Back Has a Ceiling

After the shock of 2020, many expected business travel to roar back once restrictions eased. But that hasn’t really happened. By late 2023, travel numbers were still hovering at only 65–70% of what they were before the pandemic.

That’s not a fluke. It’s the result of conscious decisions by companies, employees, and clients alike.

Yes, people are back on planes. But only when it really matters. The filler trips, the repeat check-ins, the redundant fly-ins—they’re mostly gone. What’s left is travel with purpose.

What This Means for Your Strategy

If you’re still operating as if travel is “coming back any day now,” it’s time to adjust. This new baseline is likely the new normal.

What used to be three trips a quarter might now be one. That means every trip needs to count. Every meeting must have a clear goal. Every itinerary needs to justify the expense.

Start measuring success not by how much you travel—but by what your travel accomplishes.

For example:

Did the trip move a deal forward?
Did it improve a partnership?
Did it align key decision-makers?

If yes, great. If not, ask: could this have been handled virtually?

The Opportunity in Less Travel

A lower travel volume isn’t a loss—it’s an opening. It gives you more control, more budget, and more flexibility.

Here’s how to make the most of it:

Design “impact trips.” Plan fewer, but more powerful, in-person moments—launch events, key negotiations, or team offsites.
Build stronger virtual infrastructure. Use the downtime to upgrade your remote collaboration tools and practices.
Track and measure. Start documenting the ROI of each trip. Use that data to refine your travel policy.

Also, don’t forget your people. Travel burnout is real. With fewer trips, your team can stay fresh, focused, and more balanced.

This 65–70% ceiling isn’t holding you back—it’s freeing you up to work smarter.

12. Environmental goals are influencing 58% of companies to limit travel

Sustainability is Now a Business Decision

Once upon a time, environmental goals were mostly about PR. Now, they’re a core business strategy. For 58% of companies, cutting travel is part of their commitment to reducing carbon emissions—and it’s reshaping how decisions are made.

Business travel has a major environmental footprint. One roundtrip flight can produce more CO2 than some people generate in a year. When companies crunch those numbers, the choice becomes clear: less travel equals more sustainability.

Why This Matters More Than Ever

Customers, investors, and employees are all watching how companies act on climate. It’s no longer enough to talk green—you have to operate green.

Limiting travel is one of the fastest and most visible ways to reduce emissions. That’s why sustainability teams are now working hand-in-hand with operations, finance, and HR to change how business gets done.

Also, many companies are setting hard targets for emissions. Travel is often one of the easiest areas to cut, especially when virtual alternatives are available.

How to Align Travel with Your Climate Goals

Here’s how to start building a sustainable travel framework:

Track emissions from all travel. Many tools now calculate CO2 impact from flights and hotels.
Set limits based on value. Require justification for high-emission trips. Prioritize client-facing or strategic travel.
Offer incentives for low-impact alternatives. Encourage rail over air for regional travel. Promote virtual for routine meetings.
Educate your team. Show how their travel decisions contribute to larger sustainability goals.

Also, integrate this into your culture. Talk about impact. Celebrate teams that reduce their footprint. Make sustainability part of how you define success.

The Bigger Picture

Reducing travel isn’t just about cutting carbon. It’s about signaling what kind of company you are. One that’s proactive, thoughtful, and committed to a better future.

The 58% who are leading on this now? They’re setting the tone for the rest of the industry. Follow their lead—or risk falling behind.

13. Remote collaboration tools adoption grew by 400% from 2019 to 2022

The Tools That Took Over

In just three years, the adoption of remote collaboration tools shot up by 400%. That’s not an evolution—it’s a revolution. Tools like Zoom, Microsoft Teams, Slack, Miro, and Asana went from “nice to have” to “mission critical.”

This massive adoption didn’t just change where we work—it changed how we work. And most importantly for our topic, it completely reshaped the need for business travel.

Suddenly, what used to require a meeting room, a projector, and a cross-country flight could be done in real-time, on-screen, from anywhere in the world.

Why Collaboration Tools Matter More Than Travel

The biggest argument for business travel used to be face-to-face collaboration. But these new tools brought that same collaborative power to your laptop.

Need to brainstorm with your product team? Miro has you covered. Running a project across three time zones? Trello, Asana, or ClickUp keeps everything aligned. Trying to close a client deal? Share the deck live, walk them through it on Zoom, and record the call for follow-up.

You don’t just get efficiency—you get documentation, transparency, and speed.

And when everyone is using the same digital tools, no one gets left out. There’s less room for miscommunication or dependency on being in the room where it happens.

How to Maximize the ROI of Your Tools

If your business has already adopted these platforms, the next step is mastery.

Here’s how to level up:

Standardize tool use. Don’t have five teams using five different systems. Choose your stack, and train everyone on it.
Create digital collaboration norms. Define when to comment, when to message, when to schedule a call.
Encourage async work. Not every task needs a meeting. Use comments, shared docs, and video updates to move projects forward without syncing live.

Also, invest in user experience. If your tools feel clunky, your team won’t use them. Make sure everyone has proper access, logins, integrations, and support.

The 400% growth in adoption means the tools are here. The businesses that win will be the ones who use them best.

14. 89% of companies used Zoom or similar platforms to substitute business travel

Video Became the New First-Class Seat

Zoom didn’t just have a moment—it started a movement. By the time the world shifted online, 89% of companies had adopted it—or something like it—as a core way to substitute for travel.

This stat says it all: video is no longer a backup plan. It’s the main route.

Instead of boarding flights, people are logging in. Instead of conference rooms, we’re looking at grids of faces. And surprisingly, it’s working just fine for most routine, internal, and even external interactions.

Why It Caught On So Quickly

The key? Simplicity and speed.

Zoom, Google Meet, and Teams made it insanely easy to start a meeting, invite others, and share content. You didn’t need to download clunky software or wait for IT support.

And once companies saw how much time and money they could save by skipping the travel—they never looked back.

Let’s say you used to spend $1,200 and 3 days to meet a client in person. Now, you spend 45 minutes on a Zoom call and still get the deal done.

That’s not just smarter—that’s a competitive edge.

How to Be Great on Video

Now that video is the norm, you need to treat it like a skill. Because here’s the truth: a bad video call can be worse than no meeting at all.

Here’s how to improve:

Look the part. Good lighting, clear background, and a decent webcam go a long way.
Sound matters more than you think. If your audio is muffled or echoey, people tune out. Use a dedicated mic if needed.
Structure your meetings. Start on time. Set an agenda. Respect the clock. End with clear next steps.
Engage your audience. Ask questions. Use names. Call on people directly to keep attention levels high.

And don’t forget about fatigue. Too many back-to-back calls kill energy. Build in breaks and consider which meetings can be emails.

Video is your new face-to-face. Use it with intention, and you’ll be just as persuasive and productive as if you were in the same room.

15. 29% of companies say virtual has improved meeting efficiency more than travel

When Less Movement Means More Momentum

Almost a third of companies have discovered something surprising: meetings are actually more efficient when they happen virtually rather than in person.

That might sound backward, but it makes a lot of sense. Virtual meetings tend to start on time, follow tighter agendas, and wrap up faster. People stay focused because there’s less small talk, less setup, and fewer distractions.

You also skip the fluff—no waiting for flights, no coordinating Ubers, no hotel check-ins. It’s all business.

What Makes Virtual Meetings More Efficient?

A few things stand out:

Shorter durations. Most virtual meetings are capped at 30–45 minutes by default. That time pressure makes people cut to the chase.
Built-in structure. Screen sharing, chat boxes, and real-time docs help keep the meeting on track.
More flexibility. People can join from anywhere, which makes scheduling easier and reduces no-shows.
Easier follow-up. Recordings, transcripts, and screen captures make it easier to revisit and share outcomes.

All of these add up to smoother communication and faster decision-making. And that’s gold in any business.

How to Replicate This Efficiency in Your Company

Want your team to say the same thing—that virtual is actually better? You’ll need to build the right habits.

Start with these:

Always have an agenda. Even if it’s short, it keeps everyone aligned.
Use meeting timers. Assign someone to keep things moving. Don’t let topics drag on.
Assign roles. Who’s leading? Who’s note-taking? Who’s following up?
Close with clarity. Every meeting should end with: what did we decide, who’s doing what, and by when?

Also, create a “no meeting” block once or twice a week to allow for focused work. Efficiency doesn’t mean more meetings—it means better ones.

Why This Matters Long-Term

If nearly 1 in 3 companies are already seeing better results from virtual meetings, that should be a wake-up call. The goal isn’t just to replace travel—it’s to improve the way we work.

If done well, virtual collaboration can be faster, clearer, and more scalable than in-person ever was. That’s not just more efficient—it’s a new way to grow.

16. Only 9% of companies have fully returned to pre-COVID travel policies

The Travel Reset That Stuck

Before 2020, most companies had generous travel policies. If a team wanted to meet in person, they did. If there was a chance to close a deal with a handshake, tickets were booked. But now, only 9% of companies have returned to those policies. That means 91% have made at least some form of permanent change.

This isn’t just a policy shift—it’s a total mindset reset.

It shows that most businesses have found smarter, more sustainable ways to work. And they’re not going back.

What Changed in These Travel Policies?

It’s not just about fewer trips—it’s about more intentional travel.

Here’s how the new policies typically look:

Fewer approvals for non-essential travel
More scrutiny on ROI for every trip
Greater use of virtual-first guidelines
Stricter per diems and shorter trip durations
Stronger alignment with sustainability goals

Instead of saying, “Let’s go meet in person,” teams are now asking, “Is this the best way to accomplish our goal?”

And more often than not, the answer is: we can do this virtually.

Building Your Own Smart Travel Policy

If your business hasn’t yet formally updated its travel policy, now’s the time. You don’t want to fall into a gray area where decisions are inconsistent and ad hoc.

Here’s how to build a modern policy:

Define essential travel. Make it clear when travel is encouraged (e.g., strategic deals, leadership summits) and when it’s not (e.g., routine updates).
Establish a virtual-first mindset. Not “virtual-only,” but virtual by default unless there’s a compelling case.
Introduce a pre-travel checklist. Include goals, agenda, alternatives considered, and expected outcomes.
Set realistic budgets. Use your actual travel needs—not legacy numbers—as your benchmark.
Make it public. Share the policy with your entire team. Empower people to challenge unnecessary travel.

Also, review the policy regularly. Business needs evolve, and your policy should too.

This 9% stat is your proof that the world has moved on. Make sure your policies are keeping pace.

17. 42% of sales-related travel has been replaced with virtual selling

The Sales Game Has Changed

Sales has always been a travel-heavy role. Road warriors, airport lounges, client dinners—that was the norm. But now, 42% of those trips are gone, replaced by video calls, demos, and digital presentations.

And guess what? Sales are still happening. Deals are still closing. The relationship is still being built.

Virtual selling isn’t just convenient—it’s effective. When done right, it speeds up the process and widens your reach.

Why Virtual Selling Works

The core of sales isn’t the flight or the handshake—it’s the value you bring and the trust you build. And that can absolutely happen through a screen.

Here’s why it works:

Faster scheduling. Less waiting for calendars to align. You can meet prospects quicker.
Better documentation. Everything’s recorded. You don’t have to rely on memory or scribbled notes.
Scalable outreach. Reps can talk to more leads in a week than they ever could on the road.
Lower cost per acquisition. No hotels, no flights, no travel expenses.

Even enterprise deals—traditionally the most travel-intensive—are seeing major gains with virtual selling.

How to Win at Virtual Sales

You can’t just take your in-person pitch and drop it into Zoom. You need to adapt. Here’s how:

Master your tools. Know your video platform inside-out. Glitches kill momentum.
Keep it visual. Use slides, screen shares, and live demos. Keep people engaged.
Learn digital body language. Watch for signs of interest (or boredom). Use pauses and check-ins to stay interactive.
Follow up like a pro. Send a recap email, attach the deck, and outline next steps. Always over-communicate.
Train your team. Virtual sales skills are different. Role-play, share recordings, and coach regularly.

Also, rethink your funnel. Some parts of the process might stay virtual forever (initial calls, product tours), while others could still benefit from in-person (final negotiation, onboarding).

The 42% shift is your sign: sales is going hybrid. Embrace it and optimize for both worlds.

18. Employee satisfaction with fewer trips led 38% of companies to freeze travel expansion

Less Travel, Happier Teams

For years, frequent travel was considered a perk—or even a requirement—for many roles. But post-pandemic, a different picture has emerged. Fewer trips often mean happier, healthier, and more productive employees.

That’s why 38% of companies have frozen travel expansion. Not because they can’t afford it, but because their people are thriving with less.

This is a huge cultural shift. And it’s one driven from the bottom up.

Why Employees Prefer Less Travel

Let’s be honest—business travel can wear you down.

Time away from family
Sleep disruptions
Unhealthy eating
Jet lag
Work piling up while you’re away

When employees realized they could do their jobs just as well (or better) without the hassle, it was a lightbulb moment.

The result? Less burnout, better focus, and more balance.

How to Build a Travel Policy That Supports Employee Well-Being

If your team is feeling good about reduced travel, don’t undo that progress. Instead, build it into your employee experience strategy.

Here’s how:

Survey your team. Ask them directly how they feel about current travel levels. Let their feedback guide your decisions.
Give people a voice. Allow employees to decline non-essential trips without fear of judgment.
Offer flexible options. If someone prefers to fly out same-day instead of staying overnight, support that.
Provide digital-first tools. Make virtual meetings seamless, so people don’t feel forced to travel “just to get it done right.”
Celebrate performance, not presence. Don’t tie recognition to who travels the most. Focus on outcomes.

And if you do need to restart travel in certain areas, do it with empathy. Let your people ease back in. Give them time to adapt. Offer support if they’re dealing with travel anxiety or family considerations.

The big picture? Employee satisfaction isn’t a fluffy metric. It’s a performance driver. And fewer trips can mean better work—if you build the right systems around it.

19. 72% of IT decision-makers believe tech investments now reduce the need for travel

When IT Builds Bridges Instead of Boarding Passes

Technology isn’t just supporting business—it’s reshaping it. And according to the data, 72% of IT decision-makers agree that modern tech tools directly reduce the need for business travel.

That’s a big shift. Not long ago, IT was seen as the back-end department. Today, it’s steering strategic decisions that impact everything from sales to operations to client relationships.

Tech doesn’t just enable remote work—it empowers better collaboration, faster decision-making, and more flexible customer service. And that’s why it’s replacing so many trips.

What Technologies Are Leading the Change?

The toolbox is growing every year, but here are the categories having the biggest impact:

Video conferencing platforms like Zoom, Teams, and Google Meet
Collaboration tools such as Slack, Asana, Notion, Trello, and ClickUp
Virtual whiteboarding and brainstorming via Miro, Mural, and FigJam
Cloud document management using Google Workspace, Office 365, and Dropbox
Virtual selling platforms with embedded demos, screen sharing, and CRM integrations

Together, these tools are giving people everything they need to meet, plan, present, sell, and support—without ever leaving their desks.

Making Smart Tech Investments That Cut Travel

If your company hasn’t yet aligned your tech roadmap with your travel goals, now’s the time.

Here’s how to do it right:

Audit your travel patterns. Identify what kinds of trips happen most (internal, client-facing, training) and look for tool categories that can replace them.
Run a cost comparison. Compare the cost of tool subscriptions vs. travel expenses. The ROI usually speaks for itself.
Get feedback from teams. Ask where communication or collaboration breaks down—and solve those gaps with tech.
Integrate tools into workflows. Technology only works if people actually use it. Train teams, create SOPs, and make it part of your culture.
Measure the impact. Track how much travel has been avoided, how much time is saved, and whether productivity improves.

Also, don’t forget to align IT with HR and Finance. Together, they can make smarter decisions that support virtual-first work without adding friction.

Technology is no longer optional. It’s the new travel department—and it never sleeps.

20. 80% of executives say virtual meetings are sufficient for routine check-ins

Goodbye Frequent Flyer, Hello Frequent Zoomer

Routine check-ins used to mean flights, hotels, and meeting rooms—especially for executives. Whether it was with clients, investors, or remote teams, face time was the expectation.

But now, 80% of executives agree: virtual meetings are more than enough for regular updates and status reviews.

This is a seismic shift in executive behavior. And it’s creating a powerful ripple effect across organizations.

Why Execs Are Embracing Virtual

Let’s face it—executives are busy. Travel eats up huge blocks of time. And routine meetings often don’t need all the pageantry of in-person contact.

Here’s what virtual check-ins offer that execs love:

Speed. You can fit three check-ins in the time it would take to commute to one.
Flexibility. Meetings can happen on short notice or outside traditional windows.
Documentation. Recordings and transcripts keep everyone aligned, especially when priorities shift fast.
Focus. Virtual calls often lead to crisper agendas and more actionable outcomes.

Executives are also leading by example. When they prioritize virtual, it sends a message to the entire company: effectiveness beats tradition.

How to Upgrade Your Virtual Check-In Game

If your check-ins still feel clunky or uninspired, here’s how to fix that:

Stick to a tight agenda. What’s the goal of the check-in? Progress update? Roadblock review? Keep it focused.
Rotate who leads. Empower different team members to drive the conversation. It keeps engagement high.
Use data, not just conversation. Screenshare dashboards, metrics, and updates to ground the discussion in facts.
Close with action items. Always end with a who-does-what-by-when summary.
Respect time. Start and end on time. Consistency builds trust.

Also, don’t make check-ins too frequent. Weekly may work for fast-moving teams. Monthly might be enough for others. The point is rhythm, not overload.

When executives use virtual check-ins well, it cascades through the business. Teams move faster. Priorities stay clear. Travel drops. And performance improves.

21. 40% of planned travel was canceled or restructured into virtual meetings in 2021

Turning Cancelations into Innovation

In 2021, businesses faced a choice: cancel trips—or reinvent them. The result? About 40% of planned business travel didn’t happen. Instead, those engagements got restructured into virtual meetings.

And it worked.

From sales pitches to training workshops, companies quickly learned that a well-run virtual session could often hit the same goals—with a fraction of the cost, effort, and disruption.

That year wasn’t just about reacting. It was about rewriting the playbook.

Why Restructuring Worked

Here’s what smart companies realized:

A pitch can be just as compelling on video—if it’s well-prepared
A workshop can be just as interactive—if it uses the right tools
A check-in can be just as clear—if the agenda is tight and the follow-up is strong

Travel didn’t drive success. Clarity did. And virtual formats often made clarity easier to deliver.

Teams also discovered that canceling didn’t mean disengaging. It meant getting creative.

How to Replace Trips Without Losing Impact

If you’re trying to scale back travel but don’t want to lose effectiveness, start by analyzing the intent behind each trip.

Ask:

What was the goal of the trip?
Who were the key participants?
What tools or formats could help us achieve the same outcomes virtually?

Once you know the “why” behind the trip, you can reengineer the “how.”

Here’s an example:

Original Plan: In-person two-day client training
Virtual Alternative: Three 90-minute Zoom sessions spread over a week with digital materials and Q&A recordings

Often, the virtual version is better because:

It fits everyone’s schedule more easily
It reduces fatigue
It allows for reflection and follow-up

Also, make sure your virtual events are high quality. Use breakout rooms, interactive content, polls, and clear visuals. Don’t try to replicate the in-person feel—design something better for digital.

Canceling travel doesn’t have to feel like a loss. It can be a doorway to smarter, more scalable ways of working. And that’s exactly what 40% of companies realized in 2021.

22. Hybrid event attendance grew by 250% compared to pre-pandemic norms

The Hybrid Boom

Before 2020, events were all about the in-person experience. The energy of the room. The stage lights. The networking. But then the world changed—and so did events. Now, hybrid event attendance has skyrocketed by 250% compared to the pre-pandemic baseline.

Why? Because hybrid events let people choose how they show up. Want to attend in person? Great. Prefer to join from your laptop? That works too. The result: wider reach, bigger audiences, and more inclusivity than ever before.

Why Hybrid Works

Let’s break down why hybrid events are winning:

More accessible: No flights, no visas, no dress code. People from across the globe can attend without barriers.
Lower cost: No travel or accommodation costs for attendees. That means higher registration numbers.
Scalable content: Keynotes and workshops can be recorded, shared, and replayed.
Dual formats: Hosts can design sessions for both audiences—live and online—getting the best of both worlds.

Most importantly, hybrid is flexible. A busy executive can catch a session between meetings. A parent can join after school runs. It fits modern life.

How to Host or Participate in a High-Impact Hybrid Event

If you’re planning to host a hybrid event, success starts with design. You can’t treat virtual attendees like second-class citizens. You have to build for them just as intentionally as for those in the room.

Here’s how:

Use a dedicated virtual platform. Don’t try to juggle Zoom and YouTube links. Use something that handles registrations, interactions, and replays in one place.
Hire a virtual host. Someone who welcomes online guests, manages Q&A, and guides the digital flow.
Plan interactions. Use live polls, breakout rooms, and chats. Make it engaging, not just watchable.
Balance energy. Match the flow and excitement of your physical space with your virtual one.
Follow up. Send recordings, slides, and next steps after the event to both groups.

And if you’re attending a hybrid event? Treat it seriously. Block time on your calendar. Turn on your camera. Participate in discussions. You’ll get more out of it—and stand out.

This 250% growth is a sign of what’s to come. Hybrid isn’t a stopgap—it’s the future of professional engagement. Learn to thrive in it.

23. 35% of international business travel has been replaced with virtual alternatives

Crossing Borders Without Planes

International business travel used to be the gold standard of global business. Long flights, global summits, site visits, and partner meetings were seen as necessary to build trust.

But now, 35% of that international travel is being done virtually. And the results? Surprisingly effective—and a lot more efficient.

Companies have realized they can work across continents without working across time zones physically. That’s a major shift.

Why International Travel Was First to Go

International trips take the most time, cost the most money, and are the hardest to schedule. They also come with the most unpredictability—visas, political risk, health restrictions, and more.

When travel froze in 2020, global teams had to adapt fast. They discovered that a strong internet connection could do most of the heavy lifting.

Now, many of those teams have found no reason to go back.

How to Operate Globally, Virtually

Managing international relationships virtually requires intentional communication and cultural awareness.

Here’s how to succeed:

Adapt your communication style. What works in one culture might not land well in another. Research before you meet.
Rotate meeting times. Don’t always expect others to adjust. Share the burden of time zones.
Use video wisely. Video helps build trust across distances. Turn your camera on during introductions and key discussions.
Send summaries. Language barriers and time differences mean written follow-ups are crucial. Recap action items in clear, simple language.
Invest in interpretation tools. If you’re operating across languages, platforms like Interprefy or KUDO can help bridge the gap.

Also, build moments of informal connection. Plan virtual coffee chats or icebreakers. Relationships matter just as much as results when working internationally.

Replacing 35% of global travel with screens isn’t a compromise—it’s an upgrade. It opens doors to global expansion without the burnout.

24. 66% of HR leaders reported lower costs and higher productivity due to virtual meetings

HR Sees the Payoff

When HR leaders look at how their teams operate, they’re not just thinking about policy—they’re thinking about performance. So when 66% of them say virtual meetings are saving money and boosting productivity, you know there’s real change happening.

This isn’t just anecdotal. It’s showing up in performance reviews, engagement surveys, and bottom-line results.

Where the Savings Come From

Every virtual meeting that replaces a flight saves:

Travel and accommodation costs
Per diems and expense claims
Lost productivity from transit time
Downtime caused by jet lag and disruptions

That’s a huge operational win—especially for HR teams managing large distributed workforces.

But it’s not just about cost-cutting. It’s about effectiveness.

Why Virtual Boosts Productivity

Here’s what HR is noticing:

More focused meetings. When meetings are online, agendas are tighter and distractions are lower.
More inclusive participation. Remote employees, introverts, and parents are more likely to engage when they can do it from their comfort zone.
Fewer delays. No waiting for travel schedules means decisions happen faster.
Better attendance. People show up more consistently when joining is just a click away.

It’s also easier to scale. A training session that once took weeks of scheduling and coordination can now happen over two days, with recordings available for everyone.

How to Lock in the Gains

If you’re an HR leader—or simply a team manager—this is your moment to rethink how your organization runs.

Here’s how to do it:

Build a virtual-first meeting culture. Make it normal, not the exception.
Create best practices. Teach teams how to run great virtual meetings—structure, etiquette, tools.
Track outcomes. Use feedback surveys and engagement data to see what’s working.
Invest in tools. Equip teams with platforms that make meetings more interactive and human.
Train managers. Give them the skills to lead, engage, and motivate in a virtual world.

HR is in a powerful position right now. By embracing and optimizing virtual meetings, they can cut waste, improve engagement, and drive performance across the board.

25. Travel for training purposes dropped by 50% due to online learning platforms

Learning Doesn’t Need Luggage Anymore

Training used to mean travel. Whether it was onboarding, leadership development, or skill-building sessions, employees were regularly flown to company HQs, rented conference rooms, or partner-led seminars. But not anymore.

Travel for training has dropped by 50%, largely because online learning platforms have stepped in—and stepped up.

That shift isn’t just about cost or convenience. It’s about scale, flexibility, and access. People can now learn from anywhere, at their own pace, and often more effectively.

Why Online Learning Wins

Training is most effective when it’s easy to access, repeatable, and customized. Online platforms make all of that possible. Here’s how:

On-demand modules let employees learn when they’re ready—not just when a trainer is available.
Interactive formats like quizzes, case studies, and simulations boost retention.
Progress tracking helps managers see who’s learning, what they’re absorbing, and where they need support.
Scalable content means a program can reach 50 or 5,000 people without added cost.

Companies now deliver technical training, compliance courses, leadership workshops, and even cultural onboarding—all virtually.

Making Virtual Training Truly Valuable

If you’re moving training online, it has to be more than just slides and voiceovers. Here’s how to make it work:

Use blended learning. Combine self-paced modules with live Q&A or group coaching.
Gamify the experience. Badges, scoreboards, and progress bars increase engagement.
Keep it short and focused. Break content into bite-sized lessons people can complete in 10–15 minutes.
Make it relevant. Tailor training to real scenarios your team faces.
Follow up. Reinforce concepts with micro-learning, peer discussions, or real-life challenges.

Also, collect feedback and iterate. What worked? What didn’t? Use learner insights to refine the experience continuously.

Training doesn’t need to be a plane ride away anymore. With smart design, it can be right where people are—and better than ever.

26. 31% of professional services firms conduct all client onboarding virtually

Onboarding Without a Suitcase

In industries like consulting, legal, marketing, or accounting, onboarding used to be an in-person affair. Teams flew out to meet clients, shake hands, set expectations, and begin the engagement.

But today, 31% of professional services firms are doing that entire process virtually—from kickoff call to delivery setup. And for many, it’s working better.

Client onboarding has evolved. Now, the focus isn’t the travel—it’s the experience. And digital onboarding offers more control, more clarity, and more consistency.

Why Virtual Onboarding Works

Client onboarding isn’t about proximity—it’s about setting the tone, aligning goals, and building trust. Here’s why virtual excels at that:

Faster starts. No need to wait for travel schedules. You can onboard clients the same week they sign.
Structured delivery. Recorded walkthroughs, shared documents, and templates make the process repeatable and polished.
Increased visibility. Clients get access to dashboards, timelines, and shared workspaces.
Easier follow-up. Communication is tracked and centralized—no lost notes or forgotten next steps.

Plus, clients are busier than ever. Many prefer a quick, focused onboarding call over a multi-day onsite visit.

How to Master Virtual Client Onboarding

If your firm is shifting onboarding online, don’t wing it. Build a high-quality, branded experience that feels intentional and professional.

Here’s a framework to guide you:

Start with a kickoff call. Use slides, visuals, and clear agendas to set expectations.
Share a welcome kit. Include documents, timelines, roles, FAQs, and communication norms.
Assign a dedicated contact. Make sure clients know who to reach and how.
Create milestone check-ins. Use virtual calls to confirm progress and gather feedback.
Leverage project management tools. Give clients visibility into what’s happening and when.

Also, make it human. Turn your camera on. Ask about their goals. Send a personalized follow-up note. Virtual doesn’t mean robotic—it just means smart.

The firms that get virtual onboarding right stand out. They come across as modern, efficient, and organized. And that’s the best first impression you can make.

27. 48% of C-suite executives anticipate long-term reductions in travel for board meetings

Even the Top Floor is Going Virtual

Board meetings used to be the crown jewel of in-person business travel. Executives in suits. Closed-door strategy sessions. Hours of presentations. But now, nearly half of all C-suite executives expect those meetings to stay virtual—or at least partly virtual—for the long haul.

That’s a huge shift in the way high-level decisions are made. And it’s reshaping executive collaboration forever.

Why Virtual Boardrooms Work

Board meetings don’t need to happen in a single room to be impactful. In fact, virtual formats can be more productive if done right.

Here’s what executives are finding:

Easier scheduling. No more flying in from four cities. Dates get locked faster.
More focused discussions. Agendas stay tight. There’s less room for rambling.
Increased access. External advisors, observers, or specialists can join without logistical barriers.
Better documentation. Virtual meetings are easier to record, transcribe, and archive.

And since many executives now work hybrid or remotely themselves, it makes sense to conduct governance in a way that reflects the organization’s day-to-day reality.

Making Executive Meetings Virtual—and Valuable

If your leadership or board is going virtual, here’s how to maintain trust, clarity, and momentum:

Prepare early. Send materials at least 3–5 days in advance with summaries.
Use digital board portals. These keep agendas, documents, and votes in one secure location.
Appoint a facilitator. Keep the meeting moving. Ensure every voice is heard.
Block distraction time. Ask participants to fully disconnect from other work during the meeting.
Close with clarity. Recap decisions and action items clearly before ending.

Also, consider occasional hybrid meetings. Quarterly or annual in-person sessions can complement virtual ones by deepening relationships and alignment.

Executive time is expensive. Board travel is even more so. If nearly half of top leaders are rethinking it, it’s time to consider what that could mean for your own organization.

28. Business-class airline bookings are still down 40% vs. 2019 levels

The Cabin’s Not Full Anymore

Business-class used to be the sweet spot for corporate travelers—more legroom, faster boarding, a quiet cabin for last-minute prep. But now? Bookings in that class are still down 40% compared to pre-2019 levels.

That number says more than just “people are flying less.” It reflects how companies are rethinking who travels, how often, and why.

Even when employees are back on planes, they’re flying differently. And that’s reshaping how airlines, corporations, and employees approach business travel from the ground up.

Why the Drop?

A few key reasons explain this steep decline:

Virtual meetings replaced routine travel. Especially for internal check-ins or mid-level client meetings.
Companies are cutting travel perks. Tightened budgets mean fewer approvals for premium seating.
Employees are flying less overall. With hybrid work, there’s simply less need.
Airlines hiked prices. Business-class costs surged, making it even harder to justify.

This isn’t about stinginess—it’s about smart spending. Companies are asking: why spend $3,000 on a flight when a polished virtual experience can do the job for free?

How to Adjust Your Travel Strategy

If your company still sends people out occasionally, this trend offers some useful takeaways.

Redefine your travel tiers. Maybe business class is reserved for C-suite and strategic deals only. Everyone else flies economy.
Create a virtual-first approval system. Before approving any flight, require an explanation of why virtual won’t work.
Invest the savings. Redirect the unused travel budget into virtual selling tools, better onboarding programs, or employee well-being.
Track ROI per trip. Don’t just look at flight costs. Measure what the travel accomplished and whether it was worth it.

Also, if you’re the traveler, shift your mindset. Status and effectiveness don’t come from the seat you fly in—they come from the outcomes you drive.

That empty space in business class? It’s being filled with smarter, leaner companies who are doing more with less.

29. 57% of companies reevaluated their travel policy with a virtual-first mindset

Rewriting the Rulebook

Company travel policies used to be written in stone. Now, 57% of businesses have revisited those documents—and they’re doing it with a virtual-first mindset.

That phrase is key. It doesn’t mean “no travel ever again.” It means travel is now a last resort, not the default. If something can be done virtually, it should be.

This shift isn’t just about saving money. It’s about speed, flexibility, and focus. And the companies that embrace it are building more agile, future-ready cultures.

What Does a Virtual-First Policy Look Like?

It starts with a change in thinking: virtual is no longer Plan B—it’s Plan A.

Here’s what a modern travel policy might include:

Clear virtual alternatives. Before requesting travel, teams must show how they tried to meet virtually first.
Pre-trip checklists. What’s the objective? What’s the cost? What’s the expected return?
Virtual meeting playbooks. Help teams succeed with digital tools, etiquette, and structure.
Travel thresholds. Only approve flights if the expected outcome exceeds a certain cost-value ratio.
Annual in-person strategy time. Plan intentional gatherings instead of piecemeal travel.

When you embed this mindset, employees start to ask the right questions—and save the company time and money in the process.

Implementing This in Your Business

Want to move your company to a virtual-first travel model? Here’s a step-by-step approach:

Audit your last 12 months of travel. Which trips could’ve been virtual?
Interview your teams. What do they need to succeed virtually?
Draft a revised travel policy. Include principles, procedures, and expectations.
Provide virtual success training. Teach teams how to host, pitch, and collaborate online.
Celebrate wins. When a team lands a deal virtually, highlight it.

You’re not eliminating travel—you’re making it smarter. That’s what modern businesses are doing, and it starts with policy.

30. 70% of global enterprises list “virtual-by-default” in their updated travel guidelines

The New Global Standard

We end with a powerful shift: 70% of global enterprises now include “virtual-by-default” language in their updated travel guidelines.

This isn’t a recommendation. It’s a rule.

That single phrase changes everything. It signals a foundational transformation in how companies view communication, collaboration, and connection. Travel is still allowed—but only when it adds unique value that virtual can’t provide.

In other words: virtual isn’t an option anymore. It’s the starting point.

Why This Matters

This one policy language flip reflects deeper business goals:

Efficiency first. Save time, move faster, and remove friction from day-to-day work.
Scalability. Virtual interactions are easier to scale across locations, teams, and time zones.
Employee flexibility. People want fewer disruptions and more control over their schedules.
Environmental impact. Less travel means lower emissions—and stronger sustainability metrics.
Cost control. Budgets stay lean and adaptable.

When 70% of large global companies adopt this, it’s not just a trend. It’s a competitive norm.

Making “Virtual-by-Default” Work for You

Whether you’re a growing startup or a global player, here’s how to build a virtual-first travel culture:

Update your internal language. Use “virtual-first” or “virtual-by-default” in your travel policy and internal docs.
Redesign key processes. From client pitches to team strategy meetings, build digital versions of everything.
Train leaders. Help managers host powerful virtual engagements. Don’t assume they already know how.
Encourage creativity. Let teams experiment with formats—virtual roundtables, digital workshops, async updates.
Track and optimize. What virtual formats are working best? What needs improvement? Measure, iterate, refine.

This shift doesn’t mean losing human connection. It means creating new, smarter ways to connect—on your terms.

The companies adopting “virtual-by-default” aren’t losing their edge. They’re sharpening it. And they’re doing it with less travel, more intention, and stronger results.

Conclusion

The numbers speak for themselves—business travel isn’t dying, but it is evolving. What we’ve seen across industries, from startups to global enterprises, is a strategic shift toward doing more with less. Virtual isn’t just a workaround anymore; it’s the new foundation.