How to fix online meetings
The lack of structure, purpose, and facilitation are the root problem behind Zoom fatigue. The fact that the meetings are online is not the problem. Video conferencing made matters worse, but meetings weren’t great to begin with. The good news is that fixing these meetings isn’t difficult once we understand what leads to their energy exhaustion and ineffectiveness. In this article I will explain how concise messaging and structure are key to running effective online meetings.
There are clear challenges in running an online meeting. The inability to read body language, the audio lagging behind the video, and the distractions, either on screen or in their home office/kitchen table/doggy day care all contribute to a lack of focus and inability to communicate effectively. These challenges are not insurmountable, and in fact do not need to be fixed to overcome them. They simply need to be acknowledged as constraints.
Overcoming the body language barrier
It’s true, you can’t read body language over a Teams meeting. Faces are less clear, and people seem to take on a statue like demeanor while staring down a webcam. The solution is to focus on delivering clear and concise messaging without worrying about the reactions of others. Instead of trying to read people’s reactions, focusing on the message and delivery will eliminate this source of Zoom fatigue. People will react however they react. It is best to acknowledge the fact and move on.
Addressing the lag
There has been an increase in grandstanding in online meetings. People taking the floor and speaking for 10 minutes, non-stop, inevitably beating a dead horse, and raising too many points to keep track of. A typical conversation will go like this. Eleanor will propose a problem. David responds for 10 minutes with his thoughts, proposing 3 different solutions and 5 supporting arguments for each. Janet argues that David’s 2nd point has the following 4 flaws, and details these points for 15 minutes. Meanwhile the 3 other participants have heard 20 different points over the course of half an hour, and by now are too exhausted to debate it further, thus conceding and giving up. Grandstanding takes place because nobody wants to cut the speaker off. We’ve been conditioned to wait for a long pause before interjecting, otherwise the lag will lead to speaking over one another. And as speakers we fall into the habit of speaking until someone cuts us off, which doesn’t happen, and we just get tired and give up.
The solution here is to provide condensed answers up front, and to discuss further only when warranted. “Does everyone agree we should do this?”. “Yes”, “Yes”, “Yes”. Great, no need for further discussion. If there’s a no, the naysayer should get the floor to share their concern. Not their laundry list of concerns, but they’re number one concern.
A complete lack of focus
Online meetings, especially during a pandemic, assume that everybody has a soundproof room and happens to be openly available at the scheduled time. This is rarely the case. As such, items that require deep focus, like communicating complex ideas, should be reserved for written communication before the meeting, giving participants the opportunity to read and digest when they have the focus to do so. Participants should come prepared with structured notes for the discussion, so that it’s harder to get sidetracked or lose your thought in the moment.
A guide to effective online meetings
1. Reduce the number of meetings. Take advantage of instant message, email, and portals to organize and communicate information.
2. Be clear. Include less emotion and more clarity in messaging. Stop trying to read body language and focus on delivering effective communications.
3. Be concise. Speak in shorter sentences. Get to the point. Go around the room for a thumbs up or thumbs down before deliberating — if everyone is on board there is no need to deliberate.
4. Write. Well written communication is much more effective than online meetings. Build a habit of writing and providing pre-reading ahead of meetings.
The secret to a well run in-person meeting has always been good facilitation. Things like time keeping, taking minutes, and having a clear agenda have always been important. However, people have gotten by without these ingredients and meetings have still been effective. These items become mandatory in an online setting. The cure for Zoom fatigue is less meetings, but if you need to meet, be disciplined and structured and you can return to having effective meetings with strong outcomes.
