Online meetings are here to stay. People often feel exhausted in online meetings. Therefore we all should, both for ourselves and for others, to take into account the common rules of the game, which help us survive in online meetings. By knowing and following the rules of the game is how we can manage our own work. Do we really know what makes us exhausted in online meetings? Can we change our working methods in online meetings so that we support our health and well-being? There are several instructions and checklists related to the topic, but there is usually no researched information behind them. However, there is still little research available on the effects of online meetings on wellbeing.
There are a few international studies on methods that promote the well-being of online meetings. For example, Shoshan and Werth’s study Understanding “Zoom fatigue”: A mixed-method approach investigated whether online meetings are more tiring than meetings held via other means of communication They also studied whether the duration of the online meeting, the number of participants or the presence of a supervisor affects the amount of fatigue. The term Zoom Fatigue, describes exhaustion in online meetings. According to the study, online meetings were experienced as more exhausting than meetings organized in other ways. (Shosan & Werth, 2021).
What exhausts us in online meetings?
Shosan’s and Werth’s (2021) study also collected information on what reduces the risk of burnout in online meetings. They noticed that in an online meeting with camera on, it’s as if we are constantly looking closely at each other, and it creates a similar feeling as if we were speaking to an audience that is staring at us. Usually, in face-to-face meetings, our gaze wanders among different people and objects and we don’t look at every participant all the time, and thus we don’t have the feeling that everyone is looking at us all the time. In online meetings, the number of glances is many times higher than in a face-to-face meeting. If the cameras are not in use, we have to work harder to replace nonverbal communication, because we don’t always see each other’s expressions or gestures (Bailenson J. 2021). If the camera is on, then being the object of attention is exhausting, and if the camera is not on, we use energy to interpret nonverbal communication. So in online meetings both the presence of the camera and the meetings without the camera burden us more than when attending the face-to-face meetings.
When nonverbal communication strains our thinking, we also strain through our eyes when we try to follow the events on the screen. Did you know that Computer Vision Syndrome (CVS) occurs with excessive computer work? Eyes have to work harder if your computer has glare, reflections, low contrast, or poor resolution. Symptoms of CVS include blurred vision, dry and irritated eyes, eye fatigue and headaches. Healthy and safe display computer work is safety if the glare-free lighting of the work environment is good. For example, it is good to filter the light coming from the windows with blinds, curtains or window tinting or screen reflection protection. Or we can look for own sweet spot, i.e. viewing the display computer optimally, where the gaze is directed downwards and outwards. (CooperVision, 2024).
What really positively affects survival in online meetings?
A study by Shosan and Werth (2021) found that participants felt that good management and coordination of meetings helped them cope better. Well-planned meetings, where permission to speak is requested, are less tiring. In such meetings each participant is well prepared for the meeting, and care is taken to manage time and stay on topic. Also, the fact that only necessary people are present helps to avoid being exhausted. The more participants there were in the meeting studied, the heavier the meeting seemed. Taking breaks was also felt to be important.
Seija Moilanen’s blog published by the Finnish Occupational Safety and Health Center provides support and tips for the practical implementation of Shosan and Werth’s (2021) research results. Good preparation helps reduce the risk of getting tired. Agreeing on common rules of the game is important so that we participate equally. We can agree in advance on using the functions of the online meeting application or preparing for the use of the camera, and when camera can be turned off. It is good to schedule time for the meetings and be really present without simultaneously multitasking. It is also good to agree on taking breaks and telling about them in advance. Even in short online meetings there should always be time to take a short break. We should vary activities, share the material, as well as use chat and reaction functions such as thumbs up and hand clapping. It enables everyone to express their opinion. Let’s all attend as if we participate in face-to-face meetings by smiling and nodding, for example.
The guidelines for healthy and safe display computer work are also supported by the previously mentioned Shosan and Werth’s (2021) study, where it was found that the flawless functioning of the technology and the working space is a significant factor in reducing fatigue. Participants should have sufficient equipment and an environment suitable for working equally, for example in terms of lighting and good quality sound and image reproduction.
It’s not only what happens between us and computer what helps us really improve our well-being in online meetings
If we think that we can fiddle around at work and charge batteries in our spare time, let’s think again. Pesola, Pekkonen and Finni (2016) write “Why is excessive sitting dangerous?” in their article that there is plenty of research evidence that excessive sitting is a health risk. Exercising in free time in accordance with the recommendations does not reduce sitting time. Increasing exercise does not affect all the mechanisms underlying the health risks of sitting, such as the increase in insulin resistance and the oxidation of muscle tissue. (Pesola, Pekkonen and Finni, 2016). So let’s remember to take a break and get up from the chair even in online meetings or, for example, go out and attend a meeting with headphones on.
Based on research data, we already can influence how to take care of our well-being in online meetings, but more information is still needed. The Working Life Research Center and Tampere University are launching a wide-ranging research project, where the aim is to find out the functionality and effects of different types of meetings from the perspective of the participants and organizers, and to produce suitable tools for the evaluation of meetings for the development of Finnish working life (Tampere University, publishing time unknown). So maybe soon we will get tips that suit the Finnish mentality, with which we can tune our online meetings to be effective and also take care of our work well-being.
But in fact, we already have a lot of effectiveness data. We can all influence our future working conditions and effectiviness in online meetings. We should follow together agreed ground rules and take care of our own well-being in the ways we know to be effective. We should also participate in researches of this topic, if there is chance to do so and that way promote amount of information of effective online meeting habits.
Here are some tips based on research evidence to promote coping in online meetings:
• Good preparation.
• Agreeing advance on common game rules.
• Agreeing advance on using the functions and turning on or off the camera.
• Reserve time and avoid overlapping.
• Vary what you do and how you share the material.
• Use chat and reaction functions, such as thumbs up and hand clapping, to express their opinion.
• Participate, smile and nod like in attendance meetings.
• Take note lighting and resolution, the center of the screen 5-10 cm below the eyes and 50-70 cm away from the face.
• Eye rest every two hours and looking away from the screen every 20 minutes.
• Good network connections and optimal working environment.
• Take a break, move and go outside for a meeting.
Authors
Annukka Tuovinen and Marika Lätti, Health and Welfare Coordinator – students
References
Arto J. Pesola, Mika Pekkonen ja Taija Finni. 2016. Article; Why is excessive sitting dangerous? Medical journal Duodecim 2016;132(21): 1964-71. https://www.duodecimlehti.fi/duo13381.
Accessed 3.3.2024.
Finnish Occupational Safety and Health Center, 2022. Seija Moilanen`s blog 19.5.2022. https://ttk.fi/2022/05/19/kohdataan-verkossa-2/. Accessed 10.3.2024.
Bailenson Jeremy N. 2021. Nonverbal Overload: A Theoretical Argument for the Causes of Zoom Fatigue. Online publication. Published 23.2.2021. Nonverbal Overload: A Theoretical Argument for the Causes of Zoom Fatigue · Volume 2, Issue 1 (apaopen.org). Accessed 10.3.2024.
CooperVision, 2024. Computer Vision Syndrome: new problem nowdays. https://coopervision.fi/silmien-hoito-terveys/nayttopaatenakohairio-uuden-ajan-uusi-ongelma. Accessed 18.3.2024.
Shosan Nesher & Wehrt Wilken, 2021. Understanding ”Zoom fatigue”: A mixed method approach. Online publication. Published 1.11.2021. Understanding “Zoom fatigue”: A mixed‐method approach – Nesher Shoshan – 2022 – Applied Psychology – Wiley Online Library. Accessed 20.3.2024.
University of Tampere publication date unknown. From palaverism to productive meetings. Online publication. Palaverismista tuottaviin kokouksiin | Tampereen korkeakouluyhteisö (tuni.fi). Accessed 25.3.2024.