Videoconferencing: The Good, The Bad and The Ugly

Video conferencing and virtual meetings have always been part of remote work. However, in the past year and a half, most people were new to the constant stream of virtual meetings.

Zoom video conferencing became the go-to app for most people in 2020. By June 2020, Zoom was in more than 100,000 schools in the United States.

People all over the world were Zooming with coworkers, friends, and family. Google’s Meet saw a surge of users and so did Microsoft Teams. Many companies are planning on incorporating remote work into their plans permanently.

Since good communication is key to successful remote work, high-quality communication is useful for complicated discussions or important meetings. With video conferencing for virtual meetings, remote workers can stay connected.

Since the rapid shift to remote work in 2020, workplaces everywhere have changed dramatically and video conferencing is a big part of how we work today. A good understanding is key to using it for high-quality communication and avoiding burnout.

The good

Video conferencing (when done right) is a helpful tool because it’s a high-quality communication method. By replicating face-to-face interactions, video conferencing helps ensure everyone is on the same page. Make sure to use actionable meeting agendas to get the most out of the good. Check out these meeting agenda examples if you're not sure how to set those up.

With remote workers in different places, it’s critical to make sure that details don’t get missed. High-quality communication with paid and free video conferencing apps alike helps workers avoid misunderstandings and confusion.

If you and your team are starting a new project, a virtual meeting ensures everyone is on the same page without clogging up your inbox. Video conferencing lets team members ask follow-up questions during in-depth conversations.In addition, it helps you create a similar dynamic to in-person interactions.

For example, use check in questions for meetings to build a culture in remote environments. With remote work, virtual meetings help new team members get to know their coworkers.

Video conferencing platforms also keep all team members involved and included, no matter where they are.

The bad

Virtual meetings are overused, which can hurt your productivity. “This meeting could have been an email” is a joke that (sadly) resonates for too many people.

If your team doesn’t know when using a video conferencing app is appropriate, you might find yourself sitting in unnecessary meetings for hours. That wastes your time, your team’s time, and takes everyone’s focus away from what matters.

Virtual meetings best practices can help your team use meetings when strictly needed. Set up meeting rhythm that aligns with the urgency and importance of topics. Emails or chats work better for quick updates or simple questions. Your team won't be pulled away from their work for a virtual meeting, maximizing productivity.

Information should be organized and accessible to everyone, so everyone is on the same page. While virtual meetings are helpful, it should only be one tool in your toolbox. Just because your team can have a video conference; doesn’t mean they should.

The ugly

Relying on too much video conferencing can contribute to mental health problems like stress, fatigue, burnout, and exhaustion.

Zoom fatigue became a familiar problem in early 2020 when most people switched to virtual meetings for the first time.Video conferencing increases your mental load since our brains are wired for in-person interactions.

Nonverbal cues are often more overwhelming, since virtual meetings are spent staring at other people on-screen. Virtual meetings, while helpful, force your brain into overdrive.

The visual aspect of video conferencing makes it easier for you to simulate a face-to-face meeting but virtual meetings are difficult to keep on track. This can leave you feeling exhausted after only a few meetings.

Even though it's a useful tool, video conferencing can be dangerous since too much can cause burnout, stress, and exhaustion.

The solution

Asynchronous work by default and synchronous when needed is a better approach to video conferences. Asynchronous communication, like an email, doesn’t need instant feedback and is useful for straightforward updates.

Limit synchronous work (including meetings) to urgent and nuanced discussions with your team members. Avoid wasted time or burnouts by more effectively switching between asynchronous and synchronous communication.

‍Rock uses both asynchronous and synchronous communication methods so you can spend time on what matters. Rock recognizes the value of video conferencing in today’s workplaces (wherever your workplace is) which is why Zoom and Jitsi are integrated in every space.

Use tasks, notes and files as a default and keep remote meetings for urgent or creative discussions. Remote work tools like Rock make it easy to jump on a call to answer a complicated question. You won’t need to dig through your inbox to find the link to start a team meeting for brainstorming.

‍Because Rock is cross-organizational, you can add any client or team members to a space to keep everyone in the loop. Cut down on the number of meetings that are needed to touch base with clients and partners.

Easily accessible and organized information allows everyone to access important details and documents at their own time.

Get started today with Rock

Your clients can check out task boards to see how progress is going. External partners can share key information in notes or Google Drive. Rock is just as open as email but it helps you stay more organized than simple email folders.

The platform is free to use—unlimited spaces, messages, and tasks for you, your team, and your external partners.

By using an asynchronous-default approach to communication, Rock helps you keep clients and freelancers in the loop while cutting down on unnecessary meetings. You’ll be able to video-conference when you need to and get more done in the meantime. Get started today!