Introduction.
Video meetings are nothing new – if you are old enough to read this, then no doubt you have used video technology. Skype, Lync, Facetime, Snapchat…and more recently Zoom meetings and Microsoft Teams.
What has changed however is the number of video meetings we are participating in. With more flexible working arrangements, not to mention an increase in isolation protocols, we are finding ourselves using video meetings for both personal and professional interactions.
As a result, we are starting to see what psychologists are calling ‘zoom-fatigue’ or ‘video meeting fatigue’
So, keep reading to explore the good and bad of video meetings and how to make them more engaging and sustainable.
So…what is ‘zoom fatigue’?
Zoom (or video meeting) fatigue is exactly what it sounds like – it is a level of stress and exhaustion that people are reporting as a result of doing a lot of video meetings.
Especially during the current Covid-19 situation, many people are finding that they have gone from a weekly or twice weekly catch up with their teams or managers, to being included in video meetings 3 times a day!
Usually all in the name of engagement and checking in. Indeed, it is quite possible that the positive intention of making people feel ‘less isolated’ is instead resulting in an increase in stress and fatigue. Especially for those people that have always worked remotely, or are field based such as sales teams.
If video meetings are nothing new, why is it a problem now?
Unfortunately many people are not experienced in, or aware that managing a remote team requires different processes and tools than running a centralised team and we are finding that a lot of people are using video meetings for any interaction with their team.
When I ask the managers why they are encouraging so many video meetings, the most common answer is that “we need to make sure people don’t feel isolated” and “video meetings are engaging”….and the question I am exploring in this article is…“are they really?”
It’s not a straightforward answer - just like using animations on a PowerPoint slide….video meetings have their place. However, there are some important factors to consider to really make them effective.
Why do we like video meetings?
First of all, working from home and video meeting technology has contributed to broader innovation within organisations (including those businesses that once claimed that flexible work arrangements were impossible…) People who never had the option, are now able to work remotely and it has challenged people to create new processes and ways of working. In my opinion, that is a good thing.
The ability to do video meetings and work remotely has also meant a better work/life balance for many. Less travel, with better time/energy management as people have more flexibility to work when they are at their best, or to blend personal and professional obligations into a much more efficient routine. Let’s be honest - given the alternative of public transport (or peak hour traffic), 8 hours in an office, then a return trip to then focus on domestic and personal activities, then video meetings are a god-send for some, or at the very least the lesser of two evils.
Finally, people are inherently social creatures and video meetings give us a way to connect. Sometimes it’s important to have eye contact, a smile, or a familiar face.
However…
Same, same…but different.
You can’t just replace one form of communication with another and expect it to do the same thing.
As an example, we have been working with some sales teams recently who can’t see their customers, and so have been told to replace face to face meetings with telephone calls and faxes.
We surveyed some of their customers across different industries and found that this substitution, while good on paper, was having a tremendously negative impact. In one instance a small clinic advised us that they are receiving an additional 60 faxes and over 100 phone calls in a 24-hour period from various representatives and suppliers.
The same happens when we try to replace one process for another without adapting it to the situation or considering the wider context. It is vital that we consider the wider ecology that we work in before assuming that we can simply replace one process for another.
Many managers are simply not aware that a change in environment (such as remote teams, or being unable to see customers in person) requires completely different behaviours, processes, and ways of working and while it isn’t their fault, it is now their responsibility to find a solution that works for everyone involved.
So, what causes the fatigue?
In a live meeting we get non-verbal communication. We can read body language, see gestures and even assess responses from the audience. Less access to body language and non-verbal cues results in the need for greater concentration.
It’s also not well suited for different styles of information processing – people will process information using different representational systems such as visual, auditory, or kinaesthetic. They look for congruence between the words they are hearing, and the body language (or non-verbal cues) to ensure that the messages all align.
A lot of this information is received and processed unconsciously, however our brains are basically hard-wired to expect it and when it isn’t there, it creates a form of cognitive dissonance (a conflict or disconnect) which can be stressful.
Also, on a video meeting you are “on display” 100% of the time. You need to look at the camera and (at the very least) look like you are paying attention. It seems that we are expected to sit still, look at the camera, and smile for the duration of the meeting. While giving non-verbal signs that you are listening. While also paying attention to what is being said and what it means to you.
Doing this while also attempting to process the content for an hour (or more), several times a day, can really be stressful.
In a live meeting you are not the centre of attention. You can relax, look around, take notes, stretch. Not being able to do this really takes a toll over time.
So how can we make things less stressful?
5 tips to minimise zoom fatigue
Consider alternatives.
Ask yourself the question “what is the purpose of my meeting” or “what do I want to communicate” and then list all of the different ways you could satisfy those questions. Consider using different communication methods such as
E-mail
Pre-recorded video (this is still engaging without adding stress to the audience)
Teleconference (remember those?)
Podcast
Make them shorter
Instead of a one-hour (or two…three…or more) meeting, consider breaking it down into two or three smaller chunks. This gives people a chance to have a break, stretch their legs, and mentally ‘disconnect’ from the video. Remember to just communicate the essential information during the video. The rest can possibly be provided using an alternative method.
Social meetings
If the purpose of using video is to ‘connect’ and ‘engage’, then consider organising a purely social event. Something without structure or stress. Consider a session such as;
Virtual drinks or video coffee clubs
Sharing best practices or ‘wins’
Book clubs
Just be aware of those people that love to take these opportunities to dominate and show off, or who just love the sound of their own voices (we all know the type…!) Keep in mind that some people just don’t want to socialise (online or in person) so forcing these events isn’t motivating for them. Sure, we all need to participate in things we don’t love, however if the purpose is to let people energise and connect, then consider letting them decide if this will do that.
Also, remember that some people have always worked remotely (such as field-based sales teams) and therefore are accustomed to (and probably enjoy) their routines and isolation. Suddenly being forced to do video meetings, or checked-in on regularly can have the opposite effect than you probably intended.
Planning and structure
Virtual meetings require some additional considerations and structure compared to live meetings. There’s the usual technical considerations (sound, volume, how do we take questions?) however there are a few other things to look at;
Step back and show some body language. Most people are using webcams and so all you can really see of a presenter is their face. As we mentioned earlier, part of the fatigue is caused by an inability to receive non-verbal communication. Therefore switch out your pyjama pants for something a little more presentable and let people really see you.
Presenter only video – let people have a break (while still connecting to the team) by just having the presenter with an active video. The reality is that having a screen full of faces is often distracting anyway so let people see each other at the start of the meeting, then let them switch off until the are presenting.
Schedule breaks. Enough said.
Have a plan. With all of the added stresses that can come with a video meeting, make sure you have a clear agenda, and don’t go off on a tangent. The lack of structure and clarity just means that people have to concentrate even harder to process what is being presented.
Be interactive
The reason we use video is because it is meant to be engaging. So consider using polls & questions for the audience (just like you would in a live meeting).
Energisers can be a good way to create engagement however choose them wisely. A good energiser still has a purpose, is relevant to the audience, and is applicable to the theme of the meeting. If you don’t need one, it doesn’t have value, or you don’t think people will genuinely love it or benefit from it…then don’t do it. This also goes for themes, dress ups, “guess the photos”, and team sing-alongs. There’s nothing wrong with having a professional meeting without gimmicks.
Finally – when you can, use technology to turn a didactic presentation into a more collaborative and engaging event. Consider things like Microsoft Whiteboard and Microsoft Teams so people can literally share a whiteboard, brainstorm, share and annotate files and collaborate.
The use of equipment such as Surface Hub means that groups of people can truly collaborate and participate in meetings and training, instead of being passive observers.
Make a ‘Bryter’ business decision…
Hopefully that gives you some food for thought and some insight into how to make the most of video meetings to keep your teams engaged.
To discuss further training needs around this or any other topic, feel free to reach out any time. At Bryter Training, we specialise in live (and video…without the fatigue!) training for businesses, with a focus on leadership, psychology, communications, and organisational development. For more information on us, our services, or to discuss your needs, please contact us through our website.
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