The availability and ease of Zoom and other virtual technology has been one of the bright sides of this past year. Without it, we wouldn’t be able to see our colleagues and friends while working safely at home, continuing education opportunities would be minimal, grandparents may not see their grandchildren whether it be a few miles or thousands of miles away, and those sick in the hospital may not be able to see their family. One of my favorite things about virtual calls during Covid is being able to see full faces instead of masked ones. But, according to a recent study done by Stanford University professor Jeremy Bailenson, founding director of the Stanford Virtual Human Interaction Lab, being in these virtual meetings throughout your day can lead to exhaustion and may even increase stress.
The Mercury News summarizes the findings and suggestions from Professor Bailenson’s study, which addresses Zoom Fatigue from a technical and physical perspective. Here I share three additional ways we can minimize this stress and exhaustion from the standpoint of planning and productivity.
Be Intentional About Holding a Virtual Meeting
If you are the one initiating the meeting, determine whether the meeting is absolutely necessary and if so, if virtual is the most appropriate format. Would a phone call or conference call work just as well? Or is the topic something that could be handled quickly over email or chat?
If you have been invited to a virtual meeting or webinar, determine whether it is necessary for you to attend. What value will you receive? What will you add to the meeting? Be intentional about your choices.
Block “Meeting Days” and Add Breaks
If you have been intentional about the meetings you attend and it is still necessary for you to have several meetings a week, try to hold meetings on the same day as much as possible. While you may still have some Zoom fatigue at the end of that day, the benefits of one or two meeting-free days are great. You will be able to focus for longer periods of time with fewer interruptions and without the nagging feeling in the back of your mind that you need to remember to log in at a certain time. You’ll also save a little time on those days you don’t have to be “Zoom ready.”
When you schedule several meetings on the same day, be sure to leave a little time between them – I suggest 30 minutes. This allows a cushion in case the meeting runs over and also gives you time to review your notes, clarify and schedule next actions, and reset before the next meeting. Be sure to leave a few minutes to get up, move around, and refill your water.
Meeting Standards Don’t Change in a Virtual Setting
Standards and guidelines for a video meeting should be the same as an in-person meeting (except that sweatpants or leggings and a quiet pet in the background is perfectly acceptable). Someone should be responsible for the agenda, make sure that everyone has the materials they need ahead of time, and assign a leader to keep the meeting on track. Also, don’t end the meeting without full clarity regarding next actions and who is responsible. Learn the 5 key steps to an effective meeting.
I also recommend allowing a few minutes at the beginning of the meeting to check in with everyone. It’s been a tough year, and we could all use a little reassurance, support, and reminder that we’re all in this together.
It is especially important to check in with everyone. Each day is difficult for some in a different way. Making connections virtually happens when you ask how your colleagues are feeling.
Well said, Ellen, and I couldn’t agree more. Sometimes on the professionnal calls, we forget to take the time for this. A quick “How is everyone doing today?” to start off a call can make a world of difference.
This is great info! I was lamenting yesterday because i felt like i was going from zoom to zoom and was feeling like my whole day was just getting ready for the next “thing” and then zooming… today i don’t have any zooms!! So I’m going to be more intentional about this!
I’m glad it was helpful, Isa. You know intention is a big word for me 🙂 One additional tip – I try to prepare for all of my Zoom meetings the day prior. Then, I can really use the time in between to review and process from the prior call and then take a short break to reset my mind and body for the next call. Enjoy your focused, no-meeeting day!