WX trends: The new rules of workplace meetings

Our workplace experience (WX) trends series looks at recent news articles, videos, social media posts and thought leadership pieces on workplace experience. You’ll also hear from our experts on what’s trending.

In this WX trends, we look at the hybrid work environment and how it’s changed the way we host meetings. Next, why virtual meetings aren’t the bane of your existence. Finally, what you should – and shouldn’t – do in your next online meeting.

How meetings have changed

Microsoft research reveals that workers are bogged down by inefficient meetings, with 68% of employees craving more uninterrupted focus time, according to an article in the Harvard Business Review. Astonishingly, up to a third of meetings are deemed unnecessary, costing billions in lost productivity.

The pandemic’s shift to virtual meetings exacerbated the issue but also provided a silver lining: data, writes Mike Tolliver and Jonathan Sass of Vyopta. Fortunately, platforms like Microsoft Teams, Webex, and Zoom generate valuable data that organizations can use to enhance meeting efficiency.

Vyopta, an analytics firm, analyzed over 40 million meetings from early 2022 and 2023, noting that virtual meetings remain prevalent even with office returns, the article explains. Interestingly, employees prefer virtual meetings for their convenience and features like recording and transcription.

Key insights include a rise in “no-participation rates” in small meetings, suggesting many could be replaced by emails. Camera usage dropped slightly, with a strong correlation between lower engagement (camera off, no participation) and higher employee attrition.

To combat meeting inefficiency, companies should treat meeting culture as part of their overall culture, support key influencers, leverage data for continuous improvement, respect privacy, and ensure executive visibility, the article concludes. Successful implementation of these strategies has led to fewer, shorter, and more effective meetings, improving both productivity and employee satisfaction.

Organizations are still learning how to effectively host meetings in a hybrid environment, so knowing these insights can help make changes in the right direction, says Rahil Jivani, Vice-President, Strategy & Transformation, Appspace.

“If you’ve got an employee comms solution like Appspace, for example, you can communicate asynchronously when it’s appropriate, and cut down on meeting fatigue.”

The benefits of meeting virtually

This one’s for all of the folks who dislike virtual meetings.

Recent research suggests replacing in-person meetings with virtual ones can boost employee wellbeing and performance, according to a Forbes article.

Led by Wladislaw Rivkin at Trinity Business School, a study tracked 179 employees over 1,071 workdays. It found that more time in virtual meetings led to increased states of “flow”— a peak state of motivation — and reduced mental fatigue and procrastination.

Rivkin emphasizes that these findings challenge negative views on virtual meetings and highlight their potential benefits in a hybrid work environment.

This insight is timely as many companies are implementing or planning return-to-office mandates. Recognizing the value of virtual meetings could help organizations better navigate these transitions, the article concludes.

The dos and don’ts of virtual meetings

Navigating modern meeting etiquette in the hybrid work era can be tricky, but these nine tips from the Washington Post can help.

1. 1. Yes, you need pants: It’s tempting to go business on top, pyjamas on bottom, but always be prepared to stand up.
   2. Clear out distractions: Mute notifications, stay focused on the screen, and keep your camera on.
   3. Keep your background clean: A tidy background or a non-distracting virtual one is essential, avoiding clutter or inappropriate settings.
   4. Body language is important: Avoid habits like nail-picking or slouching, as they are exaggerated on camera.
   5. Use the chat function with purpose: Use the chat box sparingly to avoid distractions. If it’s important, say it aloud too.
   6. Include everyone in the meeting: Make sure virtual attendees feel included, explain in-room happenings, and respect video delays.
   7. Put your food away: Avoid eating on-screen unless it’s a designated lunch meeting, and if needed, inform others if you turn off your camera to eat.
   8. Acknowledge issues upfront: If you’re in a noisy environment or need to leave early, inform attendees at the beginning of the meeting.
   9. Watch the clock: Start and end meetings on time, focusing on the agenda to avoid video fatigue.

“I think we could all use a refresher on meeting etiquette from time to time,” says Jivani.