From distraction to productivity: Rethinking virtual meetings at work

Virtual meetings are now a core part of modern business, especially in remote and hybrid workplaces, but they’re increasingly being blamed for disrupting productivity rather than enabling it.

Research from recruitment company Robert Walters found that 80% of Kiwi professionals experience interruptions to their workday due to virtual meetings, with 41% saying these disruptions occur regularly. While only a small minority report minimal impact, the data highlights a widespread challenge: meetings are taking up more time and attention than many employees can afford.

The issue isn’t just frequency, it’s also duration. A significant number of professionals attend multiple virtual meetings each day, with some spending up to two to two-and-a-half hours in calls alone. This aligns with findings from Slack, which suggest that more than two hours of meetings per day can significantly reduce productivity. When large portions of the workday are consumed by calls, employees are left with less uninterrupted time to focus on meaningful tasks.

There are also mixed perceptions about how useful these meetings actually are. While about half of professionals believe productivity depends on the meeting topic, nearly a quarter feel virtual meetings are only somewhat productive, or not productive at all. Factors such as unclear agendas, too many participants and poor facilitation often determine whether a meeting adds value or consumes time.

The research also points to a broader workplace shift. Increased remote and hybrid work has led to more structured, scheduled interactions, replacing the spontaneous conversations that naturally occur in an office. Without those informal touchpoints, quick discussions that once took minutes can turn into full meetings. This not only adds rigidity to the workday but can also contribute to fatigue and reduced creativity.

To address these challenges, experts suggest a more intentional approach to meetings. Clear agendas, thoughtful scheduling, and open communication about workload can help teams determine when a meeting is truly necessary.

There is also a growing argument for balancing virtual work with in-office collaboration, where possible, to reduce reliance on meetings and restore more organic ways of working.

Here are some ways to make sure everyone gets the most out of virtual meetings.

Set a clear agenda beforehand

Having an agenda keeps the meeting focused and prevents it from drifting into unrelated topics, helping participants prepare and contribute meaningfully.

Define objectives and desired outcomes

Clarifying what the meeting should achieve (e.g., decisions or plans) ensures it leads to real progress rather than just discussion.

Invite only relevant participants

Limiting attendees to those directly involved improves efficiency and avoids slow, unfocused discussions.

Start and end on time

Punctual meetings respect everyone’s schedule and maintain professionalism while keeping discussions concise.

Test technology in advance

Checking audio, video, and internet beforehand prevents delays and disruptions during the meeting.

Use a moderator or facilitator

A designated leader keeps the conversation on track, manages time, and ensures everyone has a chance to speak.

Encourage active participation

Engaging attendees through questions or discussion increases collaboration and prevents passive listening.

Avoid multitasking

Staying fully present improves attention, communication quality, and overall meeting outcomes.

Minimise distractions (mute, clean background)

Reducing noise and visual clutter helps maintain focus and professionalism during the meeting.

Schedule meetings thoughtfully

Choosing suitable times (e.g., avoiding back-to-back slots or time zone conflicts) improves attendance and energy levels.

Allow time for questions and feedback

Building in discussion time ensures clarity, engagement, and better decision-making.

Share notes and action items afterwards

Sending a summary with decisions and responsibilities ensures accountability and follow-through.
Virtual meetings aren’t going away, but businesses that learn to manage them effectively can reclaim time, improve focus and create more productive workdays.