Zooming Through Meetings

You’ve been working from home for a few weeks now (and in some cases months!) and probably by this point just the thought alone of having to take part in another video call exhausts you. Guess what? You are not alone in feeling this way, and there is science to prove why this is a collective sentiment that many people are experiencing.

‘Zoom fatigue’ is a slang term used to describe the amount of energy that is expensed on video calls or the feeling of tiredness, anxiousness and worry associated with video calls. National Geographic’s article goes in depth into why that happens but in summary they found that being on a video call requires more focus than a face-to-face chat. This means that our brains need to work harder in order to absorb and obtain information. You’ve probably heard about the 93:7 rule which claims that 38 percent of communication is vocal, and 55 percent is facial, while only 7 percent is verbal (Lapakko, 2007) . Whether or not this is accurate, we can’t ignore the fact that in a normal social setting you are picking up cues from someone’s body language, tone of voice and gestures, or that much of that is taken away when we communicate via video call. Instead we rely more on what is being said, requiring you to focus more energy on what is being spoken.

Although there are other factors contributing to zoom fatigue, that is basically the gist of it. Now that leaves you with the question, how do you get over this feeling and how can you help your team prevent fatigue? We have prepared a short list of tips to help you zoom through your meetings and keep your team engaged!

Be Prepared for Meetings

No one likes to spend more time than is necessary in a meeting, which means that everyone should ensure they are ready prior to joining. Don’t use meeting times to test out a new background and your microphone, or to see if your speakers work properly. Likewise if you are presenting, ensure your tabs, files and necessary programs are already booted up so the meeting can start and end at scheduled times. Treat virtual meetings, just like in person ones; arrive a couple minutes before and get your ducks in a row so you can be ready to go!

As a business owner, this is a great time to send out branded gift bundles of products your team might find useful during a meeting. Coffee mugs, tumblers and water bottles can help your team be more productive by reducing the need to wander away from the desk during a meeting. Branded pens, notebooks and calculators are also good items to keep handy during a video conference.

Utilize Tools & Features

Take a moment to get familiarized with all the perks and tricks associated with different video call services. Chances are you’ll be using these for a while, so it’s better to become accustomed now than to learn that a feature was available and you weren’t using it. For example, Zoom offers audio transcriptions which allow you to more easily locate the information you need. This is the equivalent of nudging your co-worker when you missed something and they reiterate it for you. Using this feature minimizes the times you are asking people to “repeat that”, and allows you go back and pick up anything you may have missed. As a plus you won’t have to take as many notes!

Be Mindful

It’s easy to get carried away and comfortable as we get used to holding these types of virtual meetings. However, just because you are at home it doesn’t mean you don’t have to be professional. Be mindful to diminish things that may distract you or others. For example, control background noise, stay off your keyboard or mute your microphone when typing. Tidy up your area (or at least what is visible in the frame!), be presentable and dress professionally. Try sending out branded apparel with your company logo to remind team members they are part of something larger. Professional attire has the potential to unify your team and can help you be more productive with your day.

Use Email, Chat & Other Resources

In order to keep your team engaged when you do have video conferences, where possible you should aim at using all available resources so that video calls do not become unnecessary. If any information can be obtained or relayed via email, chat or phone this should be the first option. Save video calls for when they are absolutely necessary, that way you will ensure participants remain engaged, making your meetings more effective.

As a response to the current pandemic, many have turned to video-interfacing/conferencing applications as a way to continue holding important meetings at a distance. As the usage of these services has increased in recent times, people are now learning the difficulties associated with virtual interactions and how these can be extremely taxing on the brain. Keep these tips in mind to beat zoom fatigue and get the most out of your virtual meetings.