Let’s face it, video calls are essential in the work from home world, but they can be a real drain on your focus. We’re going to dive deep into practical fixes to keep you engaged, boost your productivity, and combat virtual meeting fatigue.
Understanding the Problem: Why Are Video Calls So Tiring?
Video calls are surprisingly demanding. Think about it – your brain is constantly working overtime. You’re processing visual cues, interpreting facial expressions (often subtle and sometimes distorted by camera quality), and trying to maintain eye contact with a screen, all while absorbing the information being presented. Studies have shown that this level of sustained attention can lead to cognitive overload and, ultimately, fatigue. In fact, a Stanford study found that excessive time on video calls can contribute to increased stress levels.
Beyond the cognitive load, technical glitches can also contribute to our exhaustion. Poor internet connections, microphone issues, and struggling to share your screen all impact your ability to focus and engage. Each time you have to focus on solving a technical hitch, it further drains your mental resources.
Another aspect of video call fatigue comes from the lack of natural cues and feedback. In face-to-face interactions, we rely heavily on body language, subtle shifts in tone, and peripheral vision to understand the flow of the conversation. Video calls often flatten these cues, making it harder to truly connect and follow along.
Fix #1: Optimize Your Environment for Focus
We’re going to start with your surroundings because a distracting environment is a focus killer. Think about preparing for a video call just like you’d prepare your physical office space.
One of the most common problems in the work from home setup is background noise. A 2020 survey by Owl Labs found that background noise was the biggest distraction for remote workers. What can you do? If possible, dedicate a room or area in your home solely to work. This makes a huge difference in minimizing distractions.
Make sure your work area is neat and tidy. Clutter can unconsciously drain your attention. Invest in a good quality headset with a noise-canceling microphone. This really helps to minimize background noise for you and the other participants. Closing the door (if possible) and putting up a “Do Not Disturb” sign can also help.
Natural light is amazing for productivity, but too much can cause glare. Position yourself so that you’re facing a window rather than having it behind you. A desk lamp is always handy to ensure you’re properly lit no matter the time.
Also, your chair matters. An uncomfortable chair makes it hard to concentrate. Make sure the chair offers proper support, and if you are on calls a lot, consider getting an ergonomic chair to help prevent back pain and fatigue. It’s an investment in your well-being and productivity.
Finally, ensure your internet connection is stable. A spotty internet connection leads to frustration. If possible, use an Ethernet cable instead of relying on Wi-Fi for a more stable connection.
Fix #2: Master Meeting Management Techniques
Effective meeting management is vital to minimize the mental stress of video calls. The goal is to make meetings more focused, productive, and less frequent.
First, before you click “join”, always ask “Is a meeting necessary?” Sometimes, information can be conveyed just as effectively via email or a quick message. Determine if a meeting is truly necessary, or whether the same can be accomplished through a more concise communication method.
If a meeting is unavoidable, always create a clear agenda and share it in advance. This allows attendees to prepare and keeps everyone on track during the call. A 2017 study by Bain & Company found that companies can save up to 15% of meeting time simply by setting a clear agenda. Stick to the agenda during the meeting, and limit off-topic conversations.
Assign roles to different participants. For example, have one person keep track of time while another takes notes. Consider setting a defined meeting length (e.g., 25 or 50 minutes to mimic the Pomodoro Technique), and stick to it! This creates a sense of urgency and ensures that key points are discussed efficiently.
If you’re leading the meeting, be mindful of the number of participants. Smaller meetings tend to be more focused and productive. Only invite those who are essential to the discussion.
After each meeting, share the meeting notes and action items with all attendees. This helps to ensure that everyone is on the same page and that tasks are followed up on.
Finally, consider recording the meeting (with everyone’s consent, of course!). This is helpful for those who were unable to attend or for anyone who wants to review the material later. Recording meetings eliminates the need to take constant notes during the call.
Fix #3: Optimize Your Camera and Screen Presence
Believe it or not, how you present yourself on camera can significantly impact your focus and energy levels (and others!).
First, check your camera placement. Make sure your webcam is positioned at eye level. Looking up or down at the camera can be uncomfortable and affect your posture. Use a stack of books to raise the camera if needed.
Be aware of your background. A cluttered or distracting background can divert attention. If you don’t have a good background, use a virtual background, but choose one that is not overly distracting.
Consider your attire. You don’t have to wear a suit and tie, but dressing appropriately can help you mentally prepare for the meeting and boost your confidence. Making eye contact with the camera, even if it feels unnatural, makes you appear more engaged and attentive. Maintaining good posture can also help you feel more energized during the call.
And take screen breaks. Constantly staring at a screen can cause eye strain and fatigue. Use the 20-20-20 rule: Every 20 minutes, look at something 20 feet away for 20 seconds. Even a quick break can make a big difference. A study published in the journal Ergonomics found that taking regular breaks during prolonged computer use can significantly reduce eye strain.
Fix #4: Practice Active Listening and Engagement
Passive listening is almost as bad as not listening at all. Active listening helps you stay engaged and keeps your mind from wandering. Make a conscious effort to focus on what the speaker is saying. Resist the urge to multitask or check your email. Paraphrasing is a great way to show that you are actively listening. Summarize what the speaker is saying in your own words (“So, if I understand correctly, you’re saying…”). This helps to confirm that you understand the message and keeps you engaged.
Ask clarifying questions. Asking questions not only helps you understand the material better but also shows the speaker that you are interested and engaged. Participate actively in the discussion. Don’t be afraid to share your thoughts and ideas. But avoid interrupting others. Wait for a natural pause in the conversation before speaking. Short, purposeful notes will help. Instead of trying to transcribe everything, jot down key points and action items. This keeps you engaged without overwhelming you. Remember, even a simple nod or smile can show that you are listening and attentive.
Fix #5: Implement Strategic Breaks and Boundaries
Work from home can easily lead to blurred boundaries between work and personal life, and this can fuel virtual meeting fatigue.
Schedule short breaks between video calls. These breaks don’t have to be long, but they should be enough to allow you to step away from your screen and clear your head. Use this time to stretch, walk around, or do something completely unrelated to work. Schedule what I call “buffer time” is crucial. Try to avoid scheduling back-to-back meetings. By scheduling buffer time in between meetings you give yourself the opportunity to decompress.
Set clear boundaries for your work hours. It’s easy to get sucked into working longer hours when you are not in the office.
Communicate your availability to your colleagues. Let them know when you are available for meetings and calls. Turn off notifications when you are not working. Constant notifications can be distracting and overwhelming. Unplugging is important! After work hours, make a conscious effort to disconnect from work. Turn off your computer, put away your phone, and focus on activities that help you relax and recharge.
Fix #6: Explore Alternatives to Video Calls
Realize that not everything needs to be a video call. Sometimes, other methods of communication are just as (or more) effective.
Consider using asynchronous communication for tasks that don’t require real-time interaction. Email, messaging apps, and project management tools can be great for sharing information and updates.
Share a short video message instead of scheduling a video call. This gives your colleagues the chance to watch the message at their leisure and can save time.
Use collaborative documents. Tools like Google Docs or Microsoft Teams allow multiple people to work on the same document simultaneously, which can reduce the need for meetings.
When you do need to have a live conversation, think about whether audio is sufficient. Sometimes, a phone call can be just as effective as a video call, without the added stress of having to be “on camera”. Experiment with different ways of communicating to find what works best for you and your team.
The key thing is to be open to using communication channels strategically, to maximize focus and productivity.
Fix #7: Leverage Technology Wisely
Technology is supposed to make our lives easier, not harder. Here are a few ways to use tech to minimize video call fatigue.
Use a virtual background to hide a messy workspace. Most video conferencing platforms have a “blur background” feature that hides everything behind you! Background effects, can reduce distractions for you and others.
Consider using transcript services that automatically transcribe whatever is said in meetings. This reduces the need to take notes, allowing you to focus on the discussion.
Utilizing tools like Otter.ai or Fireflies.ai offer real time transcription eliminating the need for additional note taking. Experiment with different video conferencing platforms to find one that works best for you. Some platforms have features like noise cancellation built in that can reduce distractions. Mute your microphone when you are not speaking. This helps to eliminate background noise in video calls. In large meetings, tools like the “raise hand” feature can help organize questions and prevent interruptions.
FAQ: Your Video Call Focus Questions Answered
Here are some of the most common questions about staying focused during video calls, along with helpful answers.
How can I deal with background noise during a video call?
Background noise is a common problem. Start by using a good quality headset with a noise-canceling microphone. Close the door to your workspace if possible. You can also explore using noise-canceling software or apps designed to filter out background noise during calls. If you cannot handle noise, explore getting a microphone arm to reduce possible noise from your desk.
What should I do if I find myself multitasking during a video call?
Multitasking is a classic sign of distraction. Try actively engaging with the speaker by taking notes, asking questions, or summarizing their points. Force yourself to focus on what’s being said. Close all unnecessary tabs and applications on your computer to minimize distractions. If distraction becomes a habit, you can try using website blockers or productivity apps during meetings. Or you can hide the other apps while in presentation mode to avoid wanting to click them.
How can I improve my camera presence during video calls?
Position your webcam at eye level, ensuring you’re looking directly at the camera. Be mindful of your background and choose a neutral or blurred background. Dress appropriately, maintain good posture, and make eye contact with the camera to project confidence. Don’t overthink it! Just be yourself and try to relax.
What if I have a very tight meeting schedule with back-to-back calls?
This is where your time management skills are essential. Politely decline meeting requests whenever possible. Schedule buffer time between calls to stretch, walk around, or simply clear your head. Even a five-minute break can make a huge difference. Make it a practice to block time in your calender for short breaks in between video calls. If the back-to-back calls must occur, see if you can avoid being on camera.
I get really nervous before video calls, what can I do?
That is completely normal! Practice beforehand. Do a test video call with a friend or family member to get comfortable with the technology and your camera presence. Prepare talking points and make sure you have a good grasp of the subject matter. Take slow, deep breaths to calm your nerves. Remember, everyone is in the same boat. If you show up late, or have a technical issue, laugh about it. That relaxes all those involved by showing them you are just a regular person.
How can I minimize the amount of time I spend in video calls each week?
Evaluate whether each meeting is truly necessary and explore alternative communication methods. Share information via email or messaging apps instead. Advocate for shorter meetings with clear agendas. Decline meeting requests if you’re not essential to the discussion.
Suggest alternatives to live “video” meetings like pre-recorded video demos and video reports if the situation fits. Try to avoid long “catch-up” calls just to check in on someone or ask a simple question.
Will these tips actually work?
Yes! It makes sense that focusing on even one area of the fix can result in fewer headaches. Some of these tips might seem simple but are highly effective in reducing video call fatigue and increasing your focus. It’s all about being proactive, intentional, and finding what works best for you and your unique work-from-home environment. Experiment, adjust your strategies as needed and always prioritize your well-being and productivity.