The impact of hybrid work on engagement

In recent years, the way we work has undergone a radical upheaval. The rise of remote and hybrid work models has transformed our offices into a mix of physical and virtual spaces. While many have embraced this new flexibility, it has also led to subtle but significant changes in the way we collaborate and communicate, particularly during meetings. A recent study by Vyopta, which offers software for tracking and optimizing meetings and digital collaboration, sheds light on these evolving dynamics and their potential impact on employee engagement and retention.

For this study, Vyopta analyzed over 40 million meetings involving over 450,000 employees, focusing exclusively on remote or hybrid meetings conducted via online platforms such as Microsoft Teams, Cisco Webex, or Zoom. The study revealed some surprising facts. While many organizations implemented return-to-office policies post-Covid, the volume of virtual meetings remained flat while in-person meetings more than doubled. In other words, virtual meetings have become an integral part of our work culture, regardless of where people are physically located.

What we have here is a failure of participation

However, the study also highlighted a worrying trend: the increase in the rate of non-participation in small group meetings. This refers to cases where participants remain silent throughout the meeting, becoming passive observers. It’s like “quietly leaving,” but for participation in a meeting.

In 2023, the rate of “silent meetings” (where at least one participant remains mute for the entire duration of the meeting) reached 7.2%. This is a significant increase from 4.8% in 2022. According to a McKinsey study, employee disengagement and attrition could cost a mid-sized S&P 500 company between $228 million and $355 million per year. The share of disengagement in this total varies by organization size, but overall accounts for 56% of the loss. This means that lost productivity is costing many companies of this size $80 million or more per year as employees essentially disengage from critical discussions.

Another notable change is the decrease in the frequency of camera use during virtual meetings, which makes sense to me. There are many reasons to turn off the camera when working remotely, including attending a meeting very early (i.e. not yet showered) with colleagues in a different time zone, having kids at home, or working in a location with a distracting background. But common sense also tells us that if someone is truly not participating in a call, it’s probably because they’re doing something else. This could mean they’re not a key participant in the conversation or are more of an observer. However, whether they’re simply a “fly on the wall” or not contributing for other reasons, not actively participating can indicate disengagement.

The growing trend away from camera usage is the first observed by Vyopta since the pandemic began. In 2023, camera usage dropped to 25.6%, down from 30.2% in 2022. While some may view this as a minor and natural change, the study suggests that camera usage and engagement rates are strongly correlated with employee retention.

Does digital debt contribute to silent meetings?

The constant flood of data, emails, meetings, and notifications has created a phenomenon known as “digital debt,” similar to the “technical debt” that software developers are familiar with. This massive influx of information outpaces our ability to process it effectively, leading to a decline in productivity and innovation. A recent Microsoft study showed that 64% of employees struggle to have the time and energy to do their jobs.and these individuals are 3.5 times more likely to also struggle with innovation and strategic thinking. Additionally, 60% of executives are concerned about the lack of innovative ideas within their teams, highlighting the tangible impact of digital debt on business success.

Silent meetings do not necessarily lead to calm quit smoking – they could lead to real Employees who showed significantly lower camera activation rates (with cameras on only 18% of the time) left their company within a year at a much higher rate than those whose cameras were on at least 32.5% of the time. This may indicate that active engagement in meetings, both verbal and visual, plays a crucial role in fostering a sense of connection and belonging among employees, which ultimately impacts their decision to stay with a company.

In a Harvard Business Review article, two Vyopta executives pointed out that these associations do not necessarily prove a direct cause-and-effect relationship and should not be applied indiscriminately to individual cases. However, the observed trends are significant enough to warrant further investigation at the organizational level.

A technology-enabled culture drives employee engagement

All of these findings underscore the need for organizations to rethink their approach to meetings in the era of hybrid work. Leaders must prioritize creating engaging and inclusive experiences that encourage active participation from all participants, regardless of where they live. After speaking with leaders at many organizations, I can tell you that the technology used to conduct meetings is a critical factor in creating these experiences.

Beyond technology, a thriving hybrid workplace is fundamentally built on a culture of trust. Employees want to feel free to work when and where they’re most productive, without the constant pressure of being on camera. However, Vyopta’s research shows that camera time benefits both workers and businesses. Features like noise cancellation and blurred backgrounds create a professional atmosphere even in less-than-ideal home environments. Additionally, editing features or even avatars can help alleviate awkwardness, ensuring everyone feels comfortable and confident to fully participate in virtual meetings.

I’ve written about a wide range of hardware and software that can make meetings more enjoyable for participants in and out of the office. For example, I swear by my HP Poly Voyager Free 60 + UC headphones for blocking out ambient noise and being able to answer a call even when I’m in the stands at a baseball game (two of my sons are serious gamers) or in an airport. And Cisco has partnered with automakers like Mercedes Benz, Audi, and Ford to provide in-car Webex functionality.

Regardless of the specific vendors chosen, it is the synergy of trust and technology that creates a hybrid work environment capable of maintaining the benefits of flexible working. Businesses should take thoughtful and concerted steps to support productivity and well-being while ensuring meetings remain productive, collaborative, and rewarding for all participants. The future of work is hybrid, and there is a tremendous opportunity to shape it in a way that empowers employees and drives organizational success.