How to avoid spending more than four hours a day in poorly run meetings (part 3)

In November 2021, the average knowledge worker spent 21.5 hours in meetings each week – 50% more than in February 2020.

The number of meetings increased even more dramatically to 25.6 – 70% up since the beginning of the pandemic.

Setting up meetings in a better way – notably by limiting ambiguity, reducing meeting time and avoiding bookending the weekend – can go a long way to bring both these numbers down. However, once we're in the meeting, one of the biggest problems is multitasking – especially when it's a remote meeting. 

A study by Microsoft Research found that multitasking impacts both our own and others’ productivity. In ourselves, it leads to a loss of attention and increases mental fatigue. To others, it appears disrespectful. And perhaps even worse, it might inspire them to follow suit: According to Nir Eyal, “watching others use their devices in meetings escalates an arms race of perceived productivity and paranoia – the impression that someone else is working while we’re not increases our stress levels.”

To avoid these pitfalls, commit to single-tasking during meetings, and inspire (or require) others to do the same. Here are three tips to help you do just that. First, put your smartphone out of reach. Having your most potent “weapon of mass distraction” close to you makes single-tasking close to impossible. Conversely, putting it “out of sight, out of mind” is easy and effective.

Second, shut down your email and group chat client before the meeting. Whenever an email or message comes in, the urge to check will become utterly strong and distracting. That’s why it’s better not to expose yourself to that urge in the first place – and instead check email and group chat in bulk at predefined times during the day. Of course, meeting-related multitasking – such as taking notes and searching for information – is perfectly fine.

Third, turn the camera on when having video conferences. The researchers at Microsoft found that this reliably prevents multitasking due to our desire not to appear rude. And according to collaboration expert Rob Cross, there are additional benefits: The ability to see body language and gestures fosters relationship building and strengthens the interactions between participants. 

Pro tip: If you’re a Mac user who struggles with single-tasking, try Beams. Their first product is a Mac Menu Bar App that shows upcoming meetings and focus time directly in the menu bar. Their early users report to be calmer and save time. I love the product and have been supporting Beams from the start. If you like to become an early user as well, you can sign up here.

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Until next week,
Christian