Source: Robert Walters
- 80% have workday disrupted by virtual meetings, with 41% saying this is a regular occurrence
- 18% average over 4 meetings in one day, missing out on around 2 hours per day
- 51% say productivity of meeting depends on the topic, 23% think virtual meetings are somewhat or not productive at all
- CEO urges increased office presence to improve productivity and success of meetings.
New research from specialist recruitment company Robert Walters has found that virtual meetings are regularly interrupting professionals’ ‘actual working time’ and distracting them from the work at hand.
The research, which surveyed 1,000 white collar professionals in New Zealand found that 80% of professionals are having their workday interrupted by virtual meetings. Concerningly, 41% of people said this happens ‘regularly’ and 39% of people said this happens ‘occasionally’. Just 18% said this doesn’t happen to often and 2% weren’t able to say.
Only last month online retailer ASOS warned its staff that virtual (in lieu of face-to-face) meetings were having a ‘detrimental’ impact on the company’s performance.
Shay Peters, CEO of Robert Walters Australia and New Zealand comments, “During the pandemic, virtual meetings played a crucial role in keeping us connected with our colleagues and teams. We’re seeing that many are still choosing to schedule Teams or Zoom meetings for tasks that could be handled more efficiently and effectively through a quick message or email. This can often interrupt our stream of thought and really disrupt productivity.”
Losing hours in the working-day
A quarter of professionals in Australia have over five virtual meetings a day in their diaries, while 18% have up to 4 – with the average video call taking up to 30 minutes this could mean that between 2-2.5 hours are being taken away from professionals’ average workday.
Late last year Slack found that anything over two hours’ worth of meetings per work-day actually reduces a professional’s productivity levels.
Shay notes, “Meetings make up a vital part of almost everyone’s work day, but managers and senior leaders must be careful they are using virtual meetings to aid productivity, not hamper it.”
Productivity not guaranteed
The study highlighted concerns about the productivity of virtual meetings. When professionals were asked about how productive they found virtual meetings compared with in person meetings, over half (51%) stated it was entirely dependent on the meeting – with some being quite productive, whilst others felt like a waste of time. A further 23% thought virtual meetings were either only somewhat productive or not very productive at all.
Shay comments, “The effectiveness and efficiency of a virtual meeting relies on various factors such as who organised the call, the number of participants, the presence of a well-defined agenda, the topics to be discussed, and the level of engagement from each individual.
Unlike face-to-face meetings, virtual meetings may lack the ability to interpret body language or other social cues, which can disrupt the flow of conversation. Consequently, participants may become disengaged or choose to turn off their camera in order to conceal their multitasking activities.”
Increased office presence
The recruitment specialists emphasised the need for more in person presence, stating that remote or hybrid working equates to more video calls and therefore more disruptions and reduced productivity. They emphasise the advantages of working in an office environment, including using in person time to carry out conversations with peers that would usually be done over video meeting.
Shay said, “As time goes on, the absence of in-person interactions is highlighting more issues. Virtual meetings make it difficult to accurately gauge the emotions and feelings of the participants, as important non-verbal cues like body language are absent.”
“Remote work creates a lack of connection among individuals, negatively impacting human interaction. This connection is crucial for achieving better outcomes in the workplace, especially during external meetings where in-person interaction helps establish connections and improves meeting results.”
The specialists also stressed that connectivity also plays a significant role in brainstorming and innovation. By choosing to work remotely and have remote meetings, you diminish opportunities to collaborate and brainstorm with your team.
Virtual meetings create an unwanted structure in the workday, lacking the variation that can prevent boredom and burnout. Simple activities such as walking around the office and greeting colleagues provide breaks and adds variety to the day. These breaks not only prevent burnout but also enhance creativity and problem-solving abilities.
How to improve productivity
The productivity of virtual meetings can be enhanced by setting agendas. It is also a useful method for assessing the necessity of a meeting or determining if the message or goal can be effectively conveyed and achieved through email.
Shay also suggests that managers and HR should prioritise training for virtual meetings. He explained, “As the workplace evolves, it is crucial for our skills to adapt to these changes. Training on topics such as maximising productivity in virtual interactions is essential. This training is something that as a workforce, we’ve never had to consider but now it is becoming increasingly crucial.”
In every successful workplace, clear and consistent communication is vital. When scheduling virtual meetings, individuals should be mindful of their colleagues’ workload and communicate their requirements efficiently. Similarly, employees should feel comfortable expressing any concerns they have regarding the frequency and effectiveness of virtual meetings. It is important to use a tailored approach to ensure that each employee gets the most out of their workday and avoids burnout.
The recruitment specialists also urged the need for more increased office presence, with Shay saying, “The shift to remote work has revealed a drawback. Individuals may be missing out on valuable interactions that are more readily accessible in an office setting. It is important for employees to acknowledge the advantages of increasing their in-office presence and embrace the opportunities that come with it.”
In summary, the recruitment specialists determined that with the rise of remote work, individuals require additional training to adjust to the modern workforce. Furthermore, it is crucial for them to be mindful of their colleagues’ work schedules, and we must reassess our strategies for optimising connectivity and productivity amongst teams.
