Managing online meetings

Many people spend a considerable amount of their working time online. This is set to continue as a high proportion of organisations move to permanent remote working, or hybrid working patterns. Regular ‘check ins’ with practitioners who work remotely can provide routine and structure as well as reassurance and support. Opportunities to connect informally with colleagues are also effective. Nonetheless, a full day of remote meetings and video calls can make us feel drained and fatigued – far more so than after a day of face-to-face meetings.What has become known as ‘Zoom fatigue’ reflects the additional demands we experience during online meetings.

Firstly, we need to concentrate more intently on conversations online to absorb the same amount of information.

Secondly, the temptation to multitask during meetings means we can easily lose focus.

Thirdly, online meetings can be stressful due to technological difficulties and the distractions of family and pets.

Finally, online conversations can be particularly challenging as we are less able to pick up non-verbal cues, may struggle to follow the points arising, and the potential for misunderstandings is increased. Evidence that Zoom fatigue can have an adverse impact on people’s psychological, social and technical functioning and threaten their work performance highlights the need for interventions (Li & Yee, 2022).

Guidance is available to help social care practitioners build rapport and establish meaningful relationships using technology, with input from people who access services. This will also be relevant for people working in healthcare.

The first thing to consider is, do you really need to hold a meeting? Could the outcomes and aims could be met another way: e.g. by having a one-to-one phone call, or by using email to review and feedback on a document. A decision tree can be helpful for this – see here.

Some research-informed tips on reducing Zoom fatigue are:

• Avoid multitasking: although it is tempting to use the opportunity to do more in less time, there is evidence that switching between tasks takes more time and effort and we risk making errors. Close any programmes or tabs that may distract you (e.g. your email inbox) and remain present in the meeting.

• Avoid scheduling back-to-back calls, build in breaks: ensure that there is enough time between online meetings to get up and move around and try not to schedule meetings during lunchtimes.

• 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.

• Do not feel obliged to turn your camera on.

• Make online social events optional: after a long day of online meetings, people may not want to join in.

For more information, see here.