The Hidden Cause of Virtual Meeting Fatigue: It’s Not Overload, It’s Underload!

In the digital age, virtual meetings have become an unavoidable part of our daily routines. Yet, despite their convenience, many of us find ourselves feeling unexpectedly drowsy after these remote interactions. New research from Aalto University sheds light on this puzzling phenomenon—and it turns out, the issue isn’t about being overwhelmed. It’s about being underwhelmed.

Virtual Fatigue: A Surprising Discovery

Assistant Professor Niina Nurmi, who led the study, initially believed that remote meetings would cause stress levels to rise, expecting to see mental overload as the main culprit behind virtual fatigue. But what she and her team found was quite the opposite. Rather than feeling overstressed, participants who weren’t fully engaged in their work reported a growing sense of drowsiness during virtual meetings.

To get to the bottom of the problem, the research team analyzed nearly 400 virtual and in-person meetings involving 44 knowledge workers. Partnering with the Finnish Institute of Occupational Health, they tracked heart rate variability using monitors to gauge stress and recovery levels. In addition to the physiological data, they used ethnographic research methods to follow participants over two workdays, documenting every event in real-time.

What they discovered was fascinating: boredom and lack of engagement, rather than mental overload, were causing participants to feel drained after virtual meetings.

Engagement: The Key to Avoiding Virtual Drowsiness

One of the most striking revelations was that highly engaged employees didn’t suffer from virtual fatigue. “The format of a meeting had little effect on people who were enthusiastic and engaged in their work,” said Nurmi. These individuals maintained their energy and focus, even in a virtual setting. However, for those who were less invested in their tasks, virtual meetings quickly became mentally exhausting.

One reason for this, according to the study, lies in the cognitive cues and sensory input that we naturally get in face-to-face interactions. In-person meetings offer a wealth of non-verbal feedback and visual stimuli, which help keep our brains alert and engaged. Virtual meetings, however, often lack these essential cues—especially when participants turn their cameras off. “When the cameras are off, the participant is left under-stimulated and may start to compensate by multitasking,” explained Nurmi.

The Multitasking Trap in Virtual Meetings

While multitasking might seem like a way to stay productive, it’s actually one of the biggest pitfalls of virtual meetings. Our brains are not wired to handle multiple cognitively demanding tasks at once. Automatic activities, such as walking, can enhance concentration during virtual meetings. But splitting your focus between two attention-heavy tasks, like answering emails while in a meeting, leads to missed information and, ultimately, mental exhaustion.

Nurmi warned about the dangers of multitasking, noting that it drains our brain’s energy reserves. “Switching between tasks creates cognitive fatigue, making it harder to focus on the meeting itself,” she added. And without proper engagement, participants are more likely to feel drowsy, disconnected, and drained by the end of the meeting.

Rethinking Virtual Meetings for Better Focus

As remote work becomes the norm, it’s important to rethink how we conduct virtual meetings. While they have numerous advantages—flexibility, accessibility, and efficiency—there’s a growing need to understand the mental dynamics at play. The key takeaway from Aalto University’s research is clear: engagement is critical.

To combat virtual meeting fatigue, organizations can encourage active participation, turn cameras on to recreate the sensory input of face-to-face meetings, and minimize distractions that lead to multitasking. By fostering an environment where employees feel involved and engaged, we can make virtual meetings not only more productive but also less draining.

In today’s world, virtual meetings are here to stay. But with the right approach, we can turn them into an energizing part of our workday, instead of a source of fatigue.