Meeting Overload: Navigating the New Normal of Workday Chaos

It seems like meetings have taken over our workday. Every time we turn around, another one pops up on the calendar. While they're meant to help us collaborate and make decisions, we have to ask: Are they actually doing that, or are they just eating up the valuable time we could use to get things done? As leaders, it's time we took a hard look at this issue.

The way our work lives are now, with back-to-back meetings, wasn't an overnight change. It crept up on us, and now, we're starting to feel the pinch in our productivity and day-to-day sanity. But before looking to solve a problem, great leaders start at the beginning to uncover where it all began.

A Look Back

I think we can all remember a time not so long ago when our calendars were sprinkled with in-person meetings. They were a vital part of our professional lives—team catch-ups in tightly packed meeting rooms, power lunches, and cross-departmental conferences. There was an unspoken rhythm dictated by the physicality of our presence—agendas distributed in advance (sometimes) and meetings booked around the availability of coveted conference rooms.

Yet even before our current era, change was already coming. Conference calls began to replace some face-to-face encounters, cutting travel costs and saving precious time. Presentation software elevated these conversations, turning them into multimedia experiences. But that was just an early step to the transformation we're currently experiencing.

The Transformation Triggered by COVID-19

When COVID-19 took center stage, the immediate impact on our working lives was undeniable. The urgency of the moment propelled video conferencing from a convenience to an absolute necessity. It became our lifeline to the world of work.

Tools like Zoom and Microsoft Teams popped up almost overnight. Remember when we all became pros at sharing screens and troubleshooting audio issues on the fly? These platforms didn't just keep the wheel spinning; they ensured businesses stayed mobile, even if their people couldn't be.

We crave visual connection more than we realize. The human touch is translated to pixels, where we can "eyeball" our colleagues, clients, or customers, maintaining the essence of our interactions.

Even now, months after many of us have transitioned to hybrid work with increasing calls to return to in-person work full-time, we are not rushing back to reclaim our conference room seats. Instead, we're still laser-focused on video calls and side-eyeing those with cameras turned off.

The Impact of Shift to Video-First Meetings

Let's toast to some wins—those saved carbon emissions (hello, greener earth) and opportunities to include faces from across the globe without the visa hassle. Embracing video conferencing has torn down geographical and logistical barriers, making collaboration more straightforward than ever. Without the need for travel and lengthy flight times, professionals nationwide can join a discussion, enriching conversations with diverse perspectives.

Video meetings enable flexibility and inclusion. Diversity is essential, and not just from a cultural perspective. Video calls and flexible work have been instrumental in bringing many people with disabilities, both visible and invisible, back into the workforce. The Bureau of Labor Statistics highlighted that the employment-population ratio for persons with a disability increased in 2021, evidence of improved work accessibility.

Meeting Fatigue and the Psychological Effects

The mental marathon of meeting after meeting, with barely a breath between, takes a toll—the term 'Zoom fatigue' didn't coin itself. This term captures the mental drain associated with back-to-back virtual meetings.

Data underscores the extent of this problem. A study from Microsoft found that no breaks between meetings can impact people's ability to focus and engage. Further, a survey from Preply revealed that nearly half of workers say video calls are more fatiguing than in-person meetings.

It's clear that while the evolution of meeting culture has fostered inclusivity and broken down geographical barriers, it has also introduced challenges that demand our attention. The balance between leveraging technology for collaboration and safeguarding our mental well-being is delicate.

I'd love to hear your thoughts as we close this first chapter of our three-part deep dive into meeting culture. How has the shift impacted your leadership and your teams? As we prepare to peel back more layers of this evolving story, what insights are you hoping to gain and apply within your work environment?

Stay tuned for part two, where we'll untangle whether we're really the problem. Together, let's get to the heart of the issue and see if there is a way to solve our meeting fatigue.