Online meetings are a great way to conduct business, but sometimes they are a bit of a pain. There are a few ways to make the experience easier, though.
Multitasking
Multitasking is the practice of working on two or more tasks at the same time. This type of work is considered beneficial because it improves productivity. However, it also causes problems for the individual worker and the group as a whole.
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In order to reduce the risk of multitasking, it is important to focus on one task at a time. This is particularly true during meetings, when there are a lot of distractions.
Creating a written agenda will help attendees avoid the temptation of multitasking. It lets people know what type of meeting is coming up, and gives them a sense of ownership. A written agenda can also be a good way to keep everyone on the same page.
Another way to ensure that employees do not multitask is to limit the amount of meetings they attend. Only invite those who truly need to attend the meeting.
Keeping employees engaged during a meeting is important, especially in today’s virtual workplace. Meetings with a low level of engagement can become boring and dissatisfying.
Keeping a camera on
If you’ve ever participated in a virtual meeting with a camera on, you’ve probably felt some fatigue. A new study from the University of Arizona found that keeping the camera on is more tiring than turning it off.
Researchers used calendar data to isolate a link between having a camera on and fatigue. They found that people who had cameras on in meetings suffered from lower levels of engagement and a higher amount of fatigue.
It’s common for companies to require a video camera in online meetings. However, the results of this study suggest that the practice might actually be detrimental to women and new employees.
The study consisted of 100 employees from BroadPath, a company that had been mostly remote before the Covid-19 pandemic hit the U.S., in Tucson, Ariz. Each day, the study’s participants filled out a short survey about their fatigue.
The researchers also measured how many times the participants spoke during the meetings, and how often they felt engaged in the meetings. Overall, the study found that participants were more engaged in meetings on days when the camera was off.
Taking a break
When you’re in an online meeting, you may find that you need to take a break for a variety of reasons. Perhaps you’re running low on energy or your eyes aren’t feeling up to par. Fortunately, taking a break is an important part of staying productive during meetings.
Research by Microsoft suggests that taking breaks can improve your productivity and increase your mental health. In fact, researchers at Microsoft’s Human Factors Lab measured the electrical activity of the brain to see if taking a break could benefit employees.
The results of the study showed that participants had less beta wave activity, or stress-related waves, when they took a break. These waves are connected to attention and stress levels.
A break allows your brain to re-energize and help you process new information. It also encourages internal reflection, which helps you form memories more easily.
If you’re hosting an online meeting, make sure you provide a schedule for people to take breaks. Ensure you provide at least five minutes per person.
Preparing
Preparing for online meetings can be a challenging task. Not only do you have to stay on top of your calendar, but you also need to get familiar with the technology. In addition, many people find it difficult to avoid multitasking during these meetings.
The best way to deal with this is to prepare for your meeting in advance. This helps you to ensure that the meeting is productive and effective.
You can start by adding your virtual meetings to your Google Calendar. This is a great way to make sure everyone is aware of upcoming meetings. It can also help to set automated meeting reminders.
Whether you use a video conference system or a live chat, prepare your notes for the meeting. Make sure you include the key topics to be covered. Also, you should include links to any references or documents you will be discussing.
Another way to prepare is to give team members a specific task for the meeting. Having a defined task will keep team members active and engaged.