One of the more challenging legacies of lock down is an increase in back-to-back online meetings on platforms such as Teams. I am working on a transaction involving calculations on spreadsheets and the associated complex contractual wording, resulting in the need for a series of lengthy internal and external meetings. One of my colleagues on this matter has introduced a simple but very effective way of managing time better. He sets meetings to start not at say 9am but 9.05am. This does not sound much but this 5 minute window allows some time to transition from a previous call, get a coffee and prepare mentally for the next meeting. It also means participants join on time if their previous call overruns by a couple of minutes, which often happens. It is so frustrating to join a meeting on time only to discover others are two or three minutes late, delaying the start of the call with the inevitable excuse “my previous call overran”.
See this blog Give yourself a break: start meetings 5 minutes later advises “Discover how to avoid back-to-back meetings by starting them five minutes after the hour or half-hour rather than ending them earlier.” It comments “Jumping into meetings without breaks is a terrible idea; research from Microsoft shows doing so makes you more stressed and less engaged. But reality happens, so we drag ourselves from room to room (or Zoom to Zoom) without pause, degrading our moods, energy, and productivity.”
The Microsoft reference is to a report Research Proves Your Brain Needs Breaks which says “In our latest study of brain wave activity, researchers confirmed what many people sense from experience: Back-to-back virtual meetings are stressful. But the research also points to a simple remedy—short breaks.” It recommends using settings in Microsoft Outlook to do support this practice – “Individuals can set scheduling defaults that automatically shorten the meetings they schedule.” Their research showed:
For a thorough and inciteful review on this topic see this Harvard Business Review article How to Take Better Breaks at Work, According to Research which observes “To tackle an ever-increasing workload, many workers choose to grind through, skip lunch, and stay after hours.
But the cost of being always-on (and doing it well!) is high.” However “a systematic review of existing research on workplace breaks … analyzing more than 80 studies, confirmed that pausing work throughout the day can improve well-being and also help with getting more work done.” It advises that “taking breaks can help employees to recharge and short-circuit the negative spiral of exhaustion and decreasing productivity.” However, “how” you pause work matters.
I also like this Michigan State University article Breaks During the Workday which again emphasises that “Taking breaks throughout the workday has benefits for both the employee and the organization, but many employees often neglect to take them. Skipping breaks can lead to faster burnout and higher stress levels.” The benefits include:
As John Cleese famously said to his wife in a training video “I can’t do my work [at work], because I’m in meetings”.
See this blog Give yourself a break: start meetings 5 minutes later advises “Discover how to avoid back-to-back meetings by starting them five minutes after the hour or half-hour rather than ending them earlier.” It comments “Jumping into meetings without breaks is a terrible idea; research from Microsoft shows doing so makes you more stressed and less engaged. But reality happens, so we drag ourselves from room to room (or Zoom to Zoom) without pause, degrading our moods, energy, and productivity.”
The Microsoft reference is to a report Research Proves Your Brain Needs Breaks which says “In our latest study of brain wave activity, researchers confirmed what many people sense from experience: Back-to-back virtual meetings are stressful. But the research also points to a simple remedy—short breaks.” It recommends using settings in Microsoft Outlook to do support this practice – “Individuals can set scheduling defaults that automatically shorten the meetings they schedule.” Their research showed:
- Breaks between meetings allow the brain to “reset,” reducing a cumulative build up of stress across meetings.
- Back-to-back meetings can decrease your ability to focus and engage.
- Transitioning between meetings can be a source of high stress.
- Shift your mindset. View breaks away from your computer as an essential part of your workday.
- Find break activities that calm your mind. Meditation is one effective way to relax and recharge between meetings, but other studies show that physical activity such as walking is also beneficial.
- Create even more time for breaks by considering other modes of communication. Before scheduling a video call, pause and ask yourself: Do we really need a meeting on this issue?
For a thorough and inciteful review on this topic see this Harvard Business Review article How to Take Better Breaks at Work, According to Research which observes “To tackle an ever-increasing workload, many workers choose to grind through, skip lunch, and stay after hours.
But the cost of being always-on (and doing it well!) is high.” However “a systematic review of existing research on workplace breaks … analyzing more than 80 studies, confirmed that pausing work throughout the day can improve well-being and also help with getting more work done.” It advises that “taking breaks can help employees to recharge and short-circuit the negative spiral of exhaustion and decreasing productivity.” However, “how” you pause work matters.
- Timing. Disengaging from work only for a few minutes but on a regular basis (micro-breaks) can be sufficient for preventing exhaustion and boosting performance.
- Location. A break outdoors and enjoying the green space is far better for recharging workers’ resources than simply staying at a desk.
- Activity. Exercise is good. Scrolling though social media is not!
- Pat a pet (my words!). Spending a break with a furry companion is effective for many employees.
I also like this Michigan State University article Breaks During the Workday which again emphasises that “Taking breaks throughout the workday has benefits for both the employee and the organization, but many employees often neglect to take them. Skipping breaks can lead to faster burnout and higher stress levels.” The benefits include:
- Increases productivity
- Improves mental and physical health and well-being
- Increases job satisfaction
- Can prevent decision fatigue
- Increases creativity
- Helps consolidate memories and improves learning
- Do an activity that uses a different part of the brain
- Be fully detached from work during the break
- Try to be active during the break
As John Cleese famously said to his wife in a training video “I can’t do my work [at work], because I’m in meetings”.
RSS Feed
