Managing online meetings

Reflective pause

What strategies have you found effective in fostering collaboration, maintaining focus and maximising productivity during online meetings?

Digital working offers greater accessibility, flexibility and access to resources, information and support, but it also technological barriers, limits personal interactions, and raises privacy and security concerns. Practitioners might feel isolated from support networks and struggle with work-life balance, especially given the emotional demands of their roles. Regular support from line managers and colleagues is crucial for sustaining their wellbeing. 

Regular ‘check ins’ with colleagues are vital for maintaining connections, offering routine, structure and support. Informal opportunities to connect are also beneficial. However, a day filled with remote meetings, emails and video calls can leave us feeling drained and fatigued, often more so than face-to-face interactions. 

‘Zoom fatigue’ stems from the additional demands we experience during online meetings. Firstly, we must concentrate more intensely during online conversations to absorb the same amount of information as in face-to-face interactions. Secondly, the temptation to multitask during virtual meetings can hinder focus.

Thirdly, technological difficulties and distractions from family or pets can add stress to online meetings. Finally, online conversations pose challenges as we may struggle to interpret non-verbal cues and follow discussion points, leading to prone to misunderstandings. Research showing how Zoom fatigue can harm people’s psychological and social wellbeing, and jeopardise their work performance, highlights the need for interventions (Li & Yee, 2022). 

Guidance is available for social care practitioners to build rapport and meaningful relationships during on-line meetings, informed with service user input. The first thing to consider is whether a meeting is really necessary or if the objectives could be met through alternatives such as a one-to-one call or using email to review and feedback on a document. A decision tree can be a useful tool for this assessment (see here). 

Some tips for reducing Zoom fatigue are:

• Limit screen time: Schedule breaks between meetings to rest from screen exposure and process what has been discussed before transitioning to the next. Avoid scheduling meetings during lunchtimes to ensure adequate time for relaxation and rejuvenation.

• Use audio only: When possible, opt for phone calls instead of video meetings to reduce visual stimulation.

• Enable break-out rooms: Break up larger meetings into small groups to encourage more focused discussions. 

• Encourage movement: Take a micro break and engage in activities such as stretching, deep breathing, or taking a brief walk. This can help prevent physical discomfort, alleviate mental fatigue and improve overall productivity and wellbeing. 

• Practice the 20-20-20 rule: Every 20 minutes, look away from your screen at something 20 feet away for at least 20 seconds to reduce eye strain. 

• Adjust camera settings: position your camera at eye level and adjust lighting to minimise glare and ensure optimal visibility.

• Use speaker view: Switch to speaker view instead of gallery view to focus on the active speaker and reduce visual distractions.

• Set boundaries: Communicate your availability and establish boundaries around meeting times to prevent over-scheduling and burnout. 

• Avoid multitasking: While it is tempting to use the opportunity to do more in less time, switching between tasks actually consumes more time and effort and increases the likelihood of errors. Close any programmes or tabs that may distract you (e.g. your email inbox) to stay focused and present during meetings.

• Agree an end time for the meeting and stick to it: Ensure that meetings do not over-run. Sharing an agenda in advance of the meeting can be helpful.

• Practice mindfulness: Take a moment before and after meetings to practice deep breathing or mindfulness exercises to centre yourself and reduce stress.

For more information, see here.