Pandemic-fueled fatigue has become a normal occurrence in both senior and junior workers around the world. A large cause of this has been virtual fatigue (or Zoom fatigue), which has a variety of health and productivity challenges. Aware of these challenges Citibank CEO Jane Fraser has banned internal video calls on Fridays and encouraged staff to take vacations. Fraser went further and designated May 28 as a companywide holiday to be known as “Citi Reset Day.”
But what is it that causes virtual fatigue and are there ways to safeguard against it? Virtual meetings feel like they are easier to attend than in-person meetings. This is because there are fewer steps involved. You do not have to book a meeting room, drive to a client location, or move floors. You just click a button, and immediately you are within a call – this illusion has led to more calls which in turn has influenced employee stress levels and virtual fatigue.
One of the factors that lead to virtual fatigue is focus. Being on a video call requires more focus than being in a meeting. In a physical meeting, you can interchange your position – recline your seat, stand up, or even idly stare outside. Now, you feel a need to focus on the screen for a two-hour call – which makes it feel like a four-hour meeting. In an interview with BBC, Gianpiero Petriglieri says that video chats mean we need to work harder to process non-verbal cues like facial expressions, the tone and pitch of the voice, and body language; paying more attention to these consumes a lot of energy. “Our minds are together when our bodies feel we’re not. That dissonance, which causes people to have conflicting feelings, is exhausting. You cannot relax into the conversation naturally,” Gianpiero Petriglieri says.
Here are 7 powerful tips on how you and your team can combat and overcome virtual fatigue.
Schedule breaks in between Zoom/ Skype/ Teams Calls
You may not realize it but a walk from one meeting room to another, changing floors or a drive (even through Nairobi traffic) gave you a quick mental break or a few minutes of physical movements. Depending on your schedule, lots of people now have minimal or no time between meetings. Because a margin-less schedule will drain your mental and emotional batteries try to schedule 10 to 15 minutes between your calls. However, if you have back-to-back calls and no time in between following the “call-in without video” tip below will help.
Occasionally call in using your phone
The BBC advises that organizations should make turning on the camera optional and that there should be more understanding that cameras do not always have to be on throughout each meeting. In cases where video calls are the most effective option, it is best to share a presentation to not only guide the conversation and help participants maintain focus but also reduce information overload. Remember that online meetings have been a major adjustment especially for those who prefer texting or sending messages via WhatsApp as opposed to making calls, so a little understanding goes a long way. Calling in allows your participants to walk around, stretch or snack and recharge before the next meeting. Remember energized and attentive employees will be more productive and mentally healthy in the long run.
Take Breaks
It is important to take breaks to re-energize; during our virtual team buildings, we fill in time with several icebreakers and refresher breaks. Allow your participants to snack, drink water, or beverages. For longer meetings give your participants 5 to 10-minute breaks to use the bathroom, get a snack and encourage them to look at something else from their device.
Take Care of your Eyes
You do not notice it because it is involuntary, but researchers say that we blink half as often when looking at a screen, this causes tiredness, dryness, and irritation of the eyes. Keeping your eyes peeled to a screen; most likely at a high resolution and brightness is not healthy – it is healthy to take strategic breaks. For example, follow the 20-20-20 rule: every 20 minutes, look at an object at least 20 feet away for at least 20 seconds. Or take a longer break of about 15 minutes after every 2 hours you spend looking at your devices. I (Baraka) usually wear contact lenses, however during this time I have decided to reduce the pressure on my eyes and wear glasses.
Limit Screen Time
Most of our lives now revolve around our screens and technology. Even your favorite DJ or band now plays live on Instagram or Facebook over the weekend. We keep up with family over WhatsApp and social media. It is important to take a break from your phone, laptop, or TV – exercise, read a book – find something that “fills your tank” away from technology. There are several apps that you can use to limit your screen time. Samsung has a great feature called Focus Mode that I use. If you have another device you can download any of these apps.
Have a Zoom “Sabbath”
Schedule a day with no online personal or work video calls. Citibank has led the way and while some may find this extreme, remember that video calls put lots of pressure on your mental, physical, and even emotional states. It is okay to say no and spend time recharging. You could spend your “Zoom Sabbath” making voice calls to your family and friends, reading a book, taking extended walks, or anything else that fills your tank. Remember it is a marathon and not a sprint – you want to carefully spend your energy during this time and not go back to life as we knew it burnt-out and fatigued.
Encourage Your Staff and Teams to Regularly Unplug
Zoom sabbaths are great, and a step in the right direction. However, working from home means working more, longer, and having a larger workload for most people. According to NordVPN Teams Europeans are working as much as two hours extra each day. While workers in the US are putting in a full extra three hours’ worth of work. NordVPN’s survey shows that workers are taking shorter lunch breaks, working through sickness, and are “always-on” and available.
If you are doing back-to-back meetings Monday to Thursday and then have Friday off, this is still not good enough. Employees need to be given more opportunities to unplug, and also have uninterrupted work without the distraction of calls and meetings.
Virtual meetings look like they are here to stay. We enjoy the convenience of not having to get stuck in traffic on our way to a client meeting and quickly having a face-to-face conversation with a workmate. But like the challenges with remote work, there are challenges with virtual meetings. And following these six tips will help you and your team overcome virtual fatigue.
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