Let’s face it: long virtual meetings can be a real drag. Staring at a screen for hours? Not fun! But don’t worry, there are tons of simple ways to refresh and stay engaged, even when you’re stuck in a seemingly endless call. We’re going to dive into all sorts of tricks you can use, whether you’re working from home or anywhere else that requires you to virtually connect with others.
Hydration is Key: Your Secret Weapon
Seriously, it’s easy to forget to drink water when you’re glued to your screen. Keep a water bottle or glass of water nearby, and consciously take a sip every few minutes. Dehydration can lead to fatigue, headaches, and decreased concentration, all things you definitely want to avoid during a long meeting. A study published in the European Journal of Nutrition found that even mild dehydration can impair cognitive performance. Consider flavored water or herbal teas to add some variety and make it more appealing to drink regularly. A simple “water break” reminder in your calendar can also be surprisingly effective.
Move Your Body: Micro-Movements and Stretching
Sitting still for extended periods wreaks havoc, and that is why it is very important to move your body even while on virtual meetings. We aren’t asking you to do a full blown cardio workout, but micro-movements in place will help your body and refresh you. Do some stretches. Arm circles, shoulder rolls, and neck stretches are fantastic for relieving tension. Try stretching your legs under the desk or wiggling your toes. The goal is to counteract the stiffness that comes from prolonged sitting. You can buy a standing desk. Data presented by the Mayo Clinic talks about how standing periodically is good for weight and blood pressure. If you have a video call, position your camera so that you can stand and move a little without being completely out of frame. A quick walk around the room during a non-essential part of the conversation can also do wonders.
Eye Care: Give Your Eyes a Break
The 20-20-20 rule is excellent and easy to remember: Every 20 minutes, look at something 20 feet away for 20 seconds. This simple exercise gives your eye muscles a break from focusing on the screen. Also, blinking more often can help prevent dry eyes, a common complaint during long virtual meetings. Artificial tears can also provide relief if needed. Adjusting the brightness and contrast of your screen can also reduce eye strain. Consider using blue light filters, either built-in to your computer or available as browser extensions. These filters reduce the amount of blue light emitted from your screen, which can improve sleep and reduce eye fatigue. Remember, caring for your eyes is important for your overall comfort and productivity when work from home.
Snack Smart: Fuel Your Brain
Avoid sugary snacks that lead to energy crashes. Instead, opt for healthy snacks like nuts, seeds, fruits, or vegetables. These provide sustained energy and essential nutrients. Keep a stash of healthy snacks within easy reach so you’re less tempted to reach for unhealthy options. A small handful of almonds or a piece of fruit can provide a much-needed energy boost. It is important to listen to your body. It needs food to function and you shouldn’t ignore it while on a video meeting.
Breathing Exercises: A Quick Reset
Deep breathing exercises are a fantastic way to reduce stress and improve focus. Try the 4-7-8 technique: Inhale for 4 seconds, hold your breath for 7 seconds, and exhale slowly for 8 seconds. Repeat this several times. This activates your parasympathetic nervous system, which promotes relaxation. Even a few minutes of focused breathing can significantly reduce anxiety and improve your ability to concentrate. A study from the Journal of Alternative and Complementary Medicine found that deep breathing exercises can lower cortisol levels, a hormone associated with stress. You can practice these exercises with your eyes closed, or while focusing on a calming visual, like a plant or a picture.
Mindful Moments: Short Mental Breaks
Multi-tasking will eventually drain you and not refresh you. Instead, take short mental breaks. Close your eyes and focus on your breath, listen to some calming music, or simply daydream for a few minutes. Avoid scrolling through social media or checking emails, as these can be stimulating rather than relaxing. The goal is to give your mind a chance to rest and recharge. Even a 60-second break can make a difference. Being able to disconnect for just a short moment and focus on something other than the meeting can help you refocus.
Adjust Your Environment: Optimize Your Workspace
Make sure your workspace is comfortable and conducive to focus. Adjust your chair, lighting, and monitor to ergonomic guidelines. Ensure you have good posture and that your screen is at eye level. Natural light is best, but if that’s not available, use a full-spectrum light bulb. Remove any distractions from your workspace, such as clutter or unnecessary noise. Your environment also includes your auditory environment. If you have the ability, use noise-canceling headphones. If not, you can mute your own microphone if you are not speaking and there may be background noise.
Active Listening Techniques: Stay Engaged
While it sounds counterintuitive, actively listening can actually keep you awake and refreshed. Instead of passively hearing the speaker, try to truly understand what they’re saying. Take notes, ask questions, and engage in the discussion. This requires mental effort and keeps you from zoning out. Paraphrasing or summarizing what the speaker says can also help you stay focused and remember key points. When active listening, you make a mental note of what is being said. You can even provide an internal narrative. Doing this helps increase your comprehension of the situation and make you a valued member of your team.
Change Your Position: Find Comfort and Focus
Switching positions throughout the meeting can help prevent stiffness and discomfort. If you’re sitting, try standing up for a few minutes. If you’re standing, try shifting your weight from one leg to the other. Consider using a standing desk or placing a pillow under your feet. The goal is to find a position that is comfortable and allows you to focus on the meeting. You can get bean bag chairs or a comfy couch while on your work from home situation. These chairs are more flexible and allow you to get comfortable while on calls. If you are in a position where video will not be necessary, change up where you take the call. Find a place that is more relaxing and that will help refresh you.
Diffuse Essential Oils: Aromatherapy Boost
Certain essential oils, such as peppermint, lemon, or rosemary, can help improve focus and alertness. Diffuse a few drops of these oils in your workspace to create a refreshing and invigorating atmosphere. You can also apply a small amount of diluted essential oil to your temples or wrists. Lavender and chamomile are also useful in terms of aromatherapy. These essential oils are recommended for relaxation. Whether you choose lavender, chamomile, or peppermint, you’ll see a noticeable impact on your state of mind.
Voice Breaks: A Moment to Connect and Refresh
During the meeting (when appropriate), interject with relevant questions or comments. Expressing your ideas and interacting with others can re-energize you. If you feel comfortable, offer to summarize a point that’s been made, or share a relevant anecdote. These interactions are not only a way to refresh, but also a way to demonstrate your engagement and contribute to the discussion.
Schedule Shorter Meetings: Prevention is Better Than Cure
Of course, the best way to avoid needing to refresh during long meetings is to prevent them in the first place. Advocate for shorter, more focused meetings with clear agendas. Suggest breaking up longer meetings into smaller, more manageable sessions. This is not always possible, but you may be surprised, if you bring it up to your manager, that others appreciate the suggestion as well. Respect meetings will save your time because there are shorter.
Use the Chat Feature Strategically
If appropriate, use the chat feature to ask clarifying questions or add relevant information without interrupting the speaker. This can help you stay engaged and contribute to the discussion in a less demanding way. It also allows you to take a brief mental break from the main conversation, while still participating in the meeting. This can also be a good forum if you aren’t comfortable speaking up. The chat feature is a valuable option is you can choose to use it.
Personalize Your Background
While it might seem trivial, personalizing your virtual background can be a small way to inject some personality and joy into the meeting. Choose a background that makes you happy, whether it’s a photo of your favorite vacation spot, a piece of art, or a funny meme. This can be a visual reminder to stay positive and engaged, even during a long meeting. However it should still be kept work appropriate.
Celebrate Small Wins (Even During Meetings!)
Acknowledge your accomplishments throughout the meeting. Did you contribute a valuable idea? Did you understand a complex concept? Give yourself a mental pat on the back! Recognizing these small wins can boost your mood and motivation, making it easier to stay engaged. It doesn’t have to be huge, but it is important to be recognized.
FAQ (Frequently Asked Questions)
What if I’m required to keep my camera on the entire time? Can I still use these tips?
Yes! Many of these tips can be done discreetly even with your camera on. For example, you can still sip water, do subtle stretches, practice breathing exercises, and adjust your posture. You can also subtly change your position in your chair. If you need a more significant break, try positioning your video camera so that you can get up and move around without being completely out of frame.
How do I politely excuse myself for a few minutes if I really need a break?
Be upfront and honest. Say something like, “Excuse me for a moment, I need to step away briefly,” or “I’ll be right back.” You don’t need to provide a detailed explanation. Just mute your microphone and turn off your camera (if appropriate) while you take a quick break. People will get it. They are also having the same issues you are. It also helps if you let them know that you will be back in a minute.
What if my work culture discourages breaks during meetings?
This can be tricky. First, try to subtly incorporate some of the tips mentioned above, such as stretching and breathing exercises. If possible, advocate for shorter, more focused meetings. You can also talk to your manager or HR representative about the importance of breaks for productivity and well-being. Frame it in terms of how it will benefit the team as a whole. Be mindful of the team, you can also ask others if this is also an issue with them and bring it up as a group.
Are there any apps or tools that can help me stay refreshed during meetings?
Yes, there are several apps that can help. Apps like “Stretchly” can remind you to take breaks and guide you through simple exercises. “f.lux” adjusts the color temperature of your screen to reduce eye strain. And mindfulness apps like “Headspace” or “Calm” can guide you through quick meditation and breathing exercises. Find the perfect app for you and you will feel good.
What if I’m just genuinely bored and not physically tired?
Boredom can be a sign that you’re not actively engaged. Try to find ways to participate in the discussion, ask questions, or take notes. If the meeting is truly irrelevant to your work, consider politely excusing yourself or asking if you can multi-task on other projects while listening in. Another thing is simply trying to give it one more chance. Re-engage to see if you are able to keep your attention.
How can I suggest shorter meetings to my team without sounding rude?
Frame it as a way to improve efficiency and productivity. Suggest creating a clear agenda and sticking to it, or breaking up longer meetings into smaller, more focused sessions. You can also offer to facilitate the meeting and keep it on track. Saying something like, “I wonder if we could make our meetings more efficient by…”, or “Has anyone thought of implementing a new tactic to make our meetings more worth-while?” is one way to politely suggest shorter meetings to your team.
What if my manager expects me to be available all the time and discourages breaks?
This is a difficult situation and you will need to get accustomed to it. It will take time to speak with your bosses, but it is important as you need to refresh during long meetings to take into account your well being. With that in mind, you should speak to your manager in regards to the issues you have. While speaking to your manager make sure to have a good and calm tone. Be prepared to compromise.
How important is it to take breaks in the grand scheme of prolonged work from home scenarios?
In a world increasingly shaped by remote work, it’s easy to become immersed in an “always-on” culture. This makes breaks even more important. A study conducted by Microsoft researchers found that taking short breaks between tasks not only reduces stress but also improves focus and productivity in the long term. People working from home tend to have a less demarcated separation between their professional and personal lives. And that is why it is important to take breaks.
