Meetings
- michalwizental
- May 9
- 3 min read
If you sometimes get frustrated with online meetings, read on!
Meetings have long been a cornerstone of organisational collaboration. However we define them, meetings facilitate decision-making, information sharing and team cohesion while the landscape of meetings has undergone a significant transformation, especially in the wake of the COVID-19 pandemic.
As a small organisation collaborating each day online, we’re fascinated by this subject – we even hosted a meeting about meetings 😊. If you’d like to see the recoding, it’s here: Bad team meeting suck. Let’s change the dynamic.
The post COVID-19 meeting landscape
The pandemic accelerated the adoption of remote working, making virtual meetings an essential tool for business continuity. And as offices reopened, the hybrid work model—combining remote and in-person work—has solidified, with online meetings remaining prevalent.
It’s become an important part of the day for many of us. According to one Microsoft study, many employees now spend the equivalent of two workdays each week in meetings and on emails. Specifically, the 25% most active users of Microsoft's business software reported spending an average of 7.5 hours per week in meetings.[1] Executives are inundated, with some attending up to 12 meetings daily.[2]
This shift has brought both opportunities and challenges.[3] On the positive side, virtual meetings have enabled greater flexibility and inclusivity, allowing participation from geographically dispersed teams. However, the increase in meeting frequency has also led to concerns about productivity and employee well-being.[4]
Despite the time investment, the effectiveness of these meetings is questionable. Only 30% of meetings are considered productive, and a staggering 71% of professionals lose time each week due to cancelled or unnecessary meetings. This inefficiency translates into substantial financial losses, with organizations in the U.S. losing an estimated $37 billion annually due to unproductive meetings.
The Pitfalls of Verbal Communication
While words are our primary means of communication in meetings, they are not without limitations. Verbal communication can be ambiguous, leading to misunderstandings. Factors such as tone, body language, and cultural differences can further complicate interpretations.
In virtual settings, these challenges are amplified. The absence of physical relationships and non-verbal cues makes it easier to misinterpret messages.
Crafting good online meetings
To harness the benefits of virtual meetings while avoiding their drawbacks, hosts must adopt some fairly simple practices:
Get the purpose upfront and check with others: Every meeting should have a defined purpose but best for engagement is checking with participants if they want to bring something too.
Limit Attendees when you can: Invite only those whose participation is essential.
Keep time and structure: Keep meetings concise. Shorter meetings are often more productive and respectful of participants' time.
Encourage Engagement: Use interactive tools – there are many options from just for fun to serious co-creation together, including our very own Rethinkly
Follow-Up: Summarize key points and action items post-meeting. Many AI tools offer good support, but who is this data being shared with and does this impact the psychological safety of your participants?
And talking of psychological safety ...
A successful meeting environment is one where participants feel safe to express ideas, ask questions, and voice concerns without fear. This psychological safety is crucial for fostering collaboration and innovation.
In virtual meetings, creating such an environment requires care and attention. Inclusive practices are very helpful to ensure all voices are heard, not just the most outspoken. But this might be challenging for some especially when power dynamics and organisational hierarchies are involved.
In psychologically safe spaces (both physical and online) participants will be able to share how they really think and feel about something. This reduces tensions and enhance engagement, leading to more productive and meaningful meetings.
Conclusion
Meetings are a staple of work life, helping teams collaborate and make decisions. But safe spaces are not just easier and more fun —they actually save money too!
We love creating engaging and meaningful online spaces. So we’re sharing with you our latest development for meeting hosts. Have a play with our tech – try it out FOR FREE in your next online meeting:
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