Percentage of virtual meetings increased by 48% in 2020 to 77% in 2022a logical consequence of displacement towards distance work and the digital communication platforms we have experienced in recent years.

But here is pickled – only 30% of those meetings are considered productive. In fact, many executives and employees think that a considerable part of them could have been replaced by email. Even worse than standard meetings in the country, online calls climb you to a computer and grab you from valuable face -to -face interaction with colleagues.

So if we all see the visible problems with this way of communication, why adhere to them?

My extensive experience in tracking and optimizing productivity has shown that many online calls can be effectively replaced by email (or other asynchronous communication tools). Here's how to do it and achieve Increasing productivity (and reduce meeting fatigue) for your team.

1 Master Art of Clear and Concise Emails

While online meetings are undoubtedly essential for complex discussions, long explanations or situations that require team contribution, they are often excessive.

People often choose online meetings for fear of misinterpretation or lack of clarity. Ironically, these calls are often followed by email that summarizes the discussion and confirm written agreements.

As long as you know how to write Clear and action -oriented emailCalls are often an unnecessary step. These are some powerful principles of e -mail writing that have saved me hours of vain meetings online:

• Clear and specific subject lines Help to categorize the information in the box box. For example, do not only write “monthly report” on the topic line, but be specific for which month and which report you are referring to.
• Use paragraph separation and bullet points To structure the information into easily soluble pieces. Limit paragraphs to 2-3 sentences for better readability.
• Be direct and action -oriented To make it clear what action is required and by whom. Use action verbs such as “Review”, “Approval”, “Reply” or “Program”.
• Avoid long presentations and pleasures; Ideally, declare your purpose in the first sentence.
• That said, Always be good, provide help and Avoid passive-aggressive phrases in your emails.
• Provide clear deadlines because when you expect to be taken a response or action.
• Rectify To avoid typos and sharpen the message.

While composing a well -designed email may require an initial effort, the time invested in developing this skill will ultimately save your team of countless hours spent on online downtime calls.

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2. Explore alternative communication methods

The work culture of a company can also contribute to the passion of employees for online calls. If an organization promotes a “always lit” mentality, a form of Presentation is inevitable. Employees may feel obliged to participate in unnecessary calls to demonstrate their continued availability and reaction, even if it impedes their productivity.

First, discuss this goal with your team and explain that online calls are not the predetermined way of communication to minimize the number of calls needed just to demonstrate the work. Remember that some employees may have previously worked in highly -oriented environments, leading them to perceive continuous meetings as the norm.

Then, alternative communication methods will be introduced to maintain a connection while minimizing interruptions. For example, project management toolsMessage platforms and shared documents are strong alternatives to real-time calls-if used efficiently. These tools facilitate cooperation without the need for continued meetings.

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3 Create clear guidelines than when to use calls

Many organizations do not have clear communication protocols, leaving unsafe employees when using calls against electronic posts. As a leader, it is your responsibility to decide Clear guidelines And empower your team to work more efficiently.

This process is simpler than it may seem. Start by communicating with your team, describing scenarios where an email (or direct message) is sufficient, such as sharing information, project updates and simple requirements.

Then, give clear instructions when a call is needed, such as complex negotiations, urgent issues and brain storm sessions.

Explain the benefits of reducing unnecessary meetings and emphasizing the value of efficient communication through electronic posts and other asynchronous methods.

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4. The work -centered schedule program to limit unnecessary calls

With back-back calls, it is almost impossible to maintain focus and achieve any significant work. While calls are officially “work” time, it is controversial how much actual, manufacturing work is done during them. Moreover, 92% of employees Admit to multitasking during virtual meetings, which overcomes their goal.

While the need for (and the length of) the concentrated blocks of work can vary in the professions, everyone benefits from the dedicated “without meeting” periods. These can be time windows during the day that are essential for deep work, uninterrupted e -mail processing, and simply Allowing the mind to wander and generate new ideas. Or these can be all dedicated days without meeting.

To help your employees reduce the constant ping-pong of online calls, encourage them to reserve electronic games to reserve concentration time daily and inform their associates on common calendars or slow status notice. Emphasize the importance of respecting these concentration times and avoid setting meetings during these periods. Or take over and set a schedule for days without meeting.

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Follow and analyze your communication

Before revolutionizing online communication in your company, analyze your current models of communication. Talk to your team to understand their prospects on the Internet calls and their perceived efficiency.

Do not make a decision without reviewing the data directed from the data. Use tools to follow the frequency of calls against productivity and identify areas for improvement. By following your team's communication habits, you can determine the time saved by reducing unnecessary calls, translating potentially into hours earned each week.