Zoom Fatigue: why video conferencing is tiring

Video conferencing has become part of many employees' everyday working lives, not just in the past, but especially since Corona. On the one hand, this has obvious advantages in terms of infection control, and on the other, it may also suit the way some employees work. Others find zoom calls and team meetings difficult. Zoom fatigue (or more clumsily, 'videoconferencing exhaustion') is the name given to the phenomenon of increased fatigue caused by participation in videoconferences. The word is composed of 'zoom' (like the now probably universally known provider of video calls) and the English 'fatigue', which means as much as exhaustion or simply tiredness.

This is also one of the main symptoms of Zoom Fatigue. Workers suffering from Zoom Fatigue report a lack of concentration, irritability, frustration and impatience with others. Sometimes the psychological symptoms are joined by physical symptoms such as headaches, back pain, visual disturbances or stomach aches. Even the first signs should be taken seriously: It doesn't have to get to the point of physical symptoms before the problem is addressed.

 

Where does Zoom Fatigue come from? - some factors of technical nature

 

Zoom Fatigue has various causes, most of which occur in bundles in online meetings and affect different people to different degrees. First of all, there are the most obvious stressors that are probably annoying for everyone - another participant (or even yourself) cannot log into the meeting for unknown reasons, someone is repeatedly kicked out, things falter, lag, reverberate, echo. But even with a 'good' connection, the sound quality can sometimes make listening unpleasant. If individual syllables or even entire words and sentence fragments are repeatedly lost, this requires particularly active listening in order to mentally reconstruct what was (presumably) said but (unfortunately) missed.

Online meetings are a challenge not only aurally, but also visually. Seeing many faces in such a small area is exhausting. Our brains are constantly busy deciphering each one - concentration on the actual topic is difficult. Sending and receiving non-verbal signals requires increased attention due to the large number and small size of the tiles. In addition, one never knows for sure whether one has been seen or whether others have seen that one has seen them. With the current technical conditions, it is impossible to communicate 'at eye level' in video conferences. If you look at the other person on the screen, you look down from his/her perspective. If you look directly into the camera instead, you can only see the other person in the corner of your eye at best. And if everyone looks into the camera in a friendly manner, there is no one left who can see it.

Even if it seems minor at first glance: a lack of eye contact is a sign for the human psyche that something is wrong. Is my counterpart unhappy? Is it sympathetic to me? Has everyone understood me? Assessing all these things correctly is much more difficult in a video conference. An uneasy gut feeling creeps in and leads to psychological stress.

 

Self-focussed attention

 

And while we're on the subject of seeing and being seen, for many people it's exhausting to be able to see themselves all the time. This is because it leads to increased awareness that everyone else can do it too. This phenomenon is known as self-focused attention. Often, the focus then shifts, albeit subconsciously, at least in part to how one is perceived by others - do you seem competent, friendly, absent, or even bored? Depending on what one is more concerned about, some people then make an effort to put on more vivid facial expressions, or to limit their gestures and facial expressions so as not to stand out (unpleasantly).

Another reason for the additional stress compared to analog meetings is the greater objectification. Before and after online meetings, there is usually no small talk or only highly formalized small talk. A relaxed atmosphere rarely arises. Particularly introverted contemporaries may find it difficult to get a word in edgewise in a video conference, both in work matters and 'casual' get-togethers. Overall, the flow of conversation is often less organic and requires more active effort to communicate successfully.

 

Why do women suffer more often from Zoom Fatigue?

 

Incidentally, women are affected by Zoom Fatigue more often overall than men. This is said to be due to the fact that they perceive the constant self-focused attention as more stressful. Constantly seeing themselves triggers a stronger evaluation of their own image and constant assessment of the effect on others. Unlike men, they are then more inclined to suppress nonverbal communication behaviors (e.g., out of concern of otherwise appearing unserious). They also sit in longer video conferences on average with fewer breaks in between.

 

Combating Zoom Fatigue - Rethinking Online Meetings

 

Zoom fatigue is, of course, stressful and unpleasant. But that's not the end of the story. As hopeless as it may sound, there is still light at the end of the tunnel. Zoom fatigue sufferers can't re-educate themselves, but they don't have to. Bosses can take various measures to make the digital workday in the home office a little easier for their employees. This also benefits everyone else who is 'just' normally tired after online meetings.

If something is exhausting, the first measure could be to simply do it less. In this case, that means scheduling only video meetings that are really necessary. If something can be clarified just as effectively via text, there's no need to hold a team meeting for it. On the other hand, slightly more complex matters are sometimes better discussed 'in person.' Depending on what those involved are comfortable with, a classic phone call may be a good middle ground here. In order to take some of the pressure off and give employees a break, it helps to schedule at least one day of the week that is free of video conferencing. This way, employees can leave one day a week to their own personal planning, because online meetings naturally interrupt their own workflow.

In addition, it is important to abandon the assumption that online meetings are practically the same as analog meetings - just online. Video conferencing entails a different set of challenges and therefore must be approached differently. In concrete terms, this means that meetings should be planned more briefly, for one thing. Clear structuring is of particular importance, even more so than in conventional meetings, because spontaneous agreements are more difficult digitally (especially with a large number of participants). In this respect, a schedule should be fixed from the outset, including a time slot allocated to each topic. Each speaker should make an effort to keep to the speaking time.

 

Good moderation is essential: It gives structure to the video conference, gets everyone involved and makes sure that everyone gets a chance to speak. In online meetings, it is difficult to speak up spontaneously due to the limited view of others and delays in the transmission. Especially if several participants have something to say, it can quickly become confusing without moderation.

Breaks should also be scheduled, not only between meetings, but also during longer meetings. The 'normal' concentration span of the human psyche of about 1 hour is shortened even further by video conferencing. Short regular interruptions to regenerate focus can prevent total exhaustion.

The visual stress of many faces in a small space can be prevented by asking participants to turn off their cameras (also helps with connection problems). If this is perceived as too impersonal, the discomfort caused by self-focused attention can be greatly reduced by choosing (if possible) a view in which one's own image is not visible.

Another tip: To give all participants a fixed point to look at during the video conference, whiteboard software can be used, e.g., to record what was discussed right away. The additional visual stimulus counteracts under-stimulation of the brain and encourages active participation in the meeting. (You can find more tips on moderating online meetings here).

 

Making mobile work more enjoyable: self-help for the home office

 

As a participant, you can make the meeting a little easier on yourself by preparing. For example, you can do a self-technology check before the meeting starts and make sure that your camera, microphone (and possibly headset) are working properly. In addition to a drink of your choice, you can have a small snack ready for the break. Any charging cables that may be needed should be within easy reach during the meeting. If it's important to you, you can also think about the background beforehand, such as hanging up your bathrobe or changing to a more neutral environment.

During the meeting itself, you should resist the temptation to do another task during moments that are apparently unimportant to you. Although some people firmly believe that they are great multitaskers, it has been shown over and over again that multitasking does not work. Instead, the brain just jumps back and forth between different tasks very quickly - resulting in none of them being truly focused.

Even if it is sometimes difficult without a designated workstation at home, it is beneficial to health and well-being in the home office as in the office to observe a few things. These include, for example, adjusting the desk and chair to suit the back, as well as the correct placement and orientation of the monitor. Further tips for a healthy home office here.

 

Conclusion

 

Zoom Fatigue does not affect everyone equally. However, it is an issue that should not be ignored. If a few simple tips are taken to heart when planning and conducting video conferences, sufferers can make their time in the home office much more pleasant. But everyone else will benefit from fewer, shorter and better facilitated meetings, too.