Virtual Meetings: Dealing with Inattention

Inattention in virtual meetings is a common source of frustration. But that frustration is often unjustified, because many virtual meeting leads have yet to take two necessary steps. The first is to set standards of attentiveness — behavioral norms. Here are some examples of behaviors that reduce meeting effectiveness.

Eating

In face-to-face meetings eating does happen, but the costs there are much lower, because communication is more effective in face-to-face meetings than it is in virtual meetings. In virtual meetings, where we might depend solely on electronic channels, and where audio channel quality can be marginal, eating during the meeting can degrade the meeting's effectiveness.

Electronic activities unrelated to the meeting

Electronic activities of all kinds — games, gambling, texting, viewing videos, enhancing Facebook pages, listening to music, and dozens more — all compete for attention. They are incompatible with full participation. Still, some electronic activities are actually part of the meeting — viewing a presentation, attending to the conversation, checking one's calendar for compatibility with a proposed meeting. But everything unrelated to the meeting ought to be off limits.

Conversation with those not attending

Officemates or passersby sometimes visit attendees who are at work; children, spouses, neighbors, or pets sometimes visit When people want distractions,
they find them. What
can we do about all this?with attendees who are at home. It's tempting for attendees to mute their phones and engage in conversation while the meeting continues. This behavior might be acceptable in emergencies, but in emergencies attendees should just sign off.

Conversation with those attending

Sidebar conversations are distracting. They occur more often in conference rooms in which everyone in the room is connected to the meeting through a speakerphone or video, but they can also occur over alternative phone or video links, or via text. All sidebars, in whatever medium, degrade meeting effectiveness.

Rearranging desk drawer contents, sorting, and filing

Office housekeeping chores might seem to be mindless at first, but they can quickly capture the brain when the housekeeper encounters something that has to be read. That's where inattentiveness sets in.

Pairing socks

For those participating from home, actual housekeeping is a temptation. There's nothing special about pairing socks; any distracting household chore can be corrosive.

When people want distractions, they find them. What can we do about all this?

Seeking cooperation is the second too-often-omitted step for increasing attentiveness. Ask attendees to develop and agree to attentiveness norms. And it helps to appoint a timekeeper, a parking lot valet, a designated digression detector, and a queue manager, because people who accept these responsibilities are compelled to be more attentive.

In exchange, offer five-minute breaks every 20 minutes. This concedes nothing, because attendees will take breaks or self-distract with or without permission. As a virtual meeting lead, you can't choose to skip breaks. You can only choose when they happen, and whether everyone breaks at the same time.

That's all I have for now. Time to go pair my socks.  Top    Next Issue

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In meetings we sometimes feel the need to interrupt others to offer a view or information, or to suggest adjusting the process. But such interruptions carry risk of offense. How can we interrupt others safely? Available here and by RSS on June 27.

And on July 4: Interrupting Others in Meetings Safely: II

When we feel the need to interrupt someone who's speaking in a meeting, to offer a view or information, we would do well to consider (and mitigate) the risk of giving offense. Here are some techniques for interrupting the speaker in situations not addressed by the meeting's formal process. Available here and by RSS on July 4.

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