Tired of Zoom calls: Could AI end meeting fatigue?

“This meeting could have been an email.” This oft-repeated phrase encapsulates a widespread workplace issue. That is, meeting fatigue, commonly known as Zoom fatigue.

Employees spend an average of 31 hours per month in ineffective meetings, highlighting the urgent need for solutions that optimise meeting efficiency. The shift to remote and hybrid work models has only exacerbated the problem, increasing the number of virtual meetings and leading to widespread employee burnout.

One study featured in the Harvard Business Review showed 71% of senior managers believe meetings are unproductive and inefficient.

The financial impact is equally concerning. Research estimates that unproductive meetings cost US companies $37 billion annually.

“So why do managers schedule so many meetings, including some that seem pointless? The simple reality is that most have never learned how to conduct meetings effectively. They don’t know when to substitute collaboration tools for a team call or how to lead a meeting in a way that ensures results,” said Shane Spraggs, a Forbes Books author.

“It’s a good idea to ban mandatory last-minute meetings. When attendees can’t prepare or decline, the meeting is set up for failure. Additionally, many companies have discovered that brainstorming sessions are more effective through an online control panel with discussion rooms that keep conversations going over an extended period. Even a small company can save thousands of hours by shifting from a weekly 30-minute call to a biweekly one.

Before scheduling a meeting, ask yourself: What is its purpose, and is it truly necessary?” advises Shane.

Meeting fatigue extends beyond individual well-being – it impairs productivity, decision-making, and overall business efficiency.

Microsoft research has shown that back-to-back meetings increase beta waves in the brain, leading to stress and cognitive overload. Excessive meetings force employees to switch topics rapidly, making it difficult to focus and absorb information.

Virtual meetings present additional challenges. A Stanford University study found that factors like excessive eye contact, limited mobility, and the pressure of maintaining a professional appearance on camera significantly contribute to Zoom fatigue.

According to Maverish, 37.1% of professionals cite video call fatigue as their biggest challenge, while 49% experience increased exhaustion from being on camera. These findings emphasise the need for companies to rethink their approach to meetings and leverage AI-driven solutions to mitigate these issues.

Read: Digital overload in a hyperconnected world

“Meetings aren’t inherently bad; they’re just overused. Emails aren’t perfect either – they’re just misused a lot of the time. The goal isn’t to eliminate meetings or rely solely on email; it’s to be intentional about when to use each one. The best way to respect your team is to value their time and voice – and that means making smarter decisions about whether the next meeting should actually just be an email,” says David Burkus, an organisational psychologist.

One way to optimise time is by using AI-powered tools to streamline meeting processes, automate administrative tasks, and improve overall efficiency.

AI-powered smart agendas use natural language processing to analyse past meetings, prioritise discussion topics, and allocate time efficiently. Automated meeting summaries and notes allow AI to transcribe meetings in real-time, generating concise summaries, action items, and key takeaways.

Smart scheduling and agenda optimisation enable AI to analyse calendars and meeting topics, suggesting optimal meeting times, preventing scheduling conflicts, and reducing back-to-back meetings. AI-powered collaboration tools facilitate asynchronous communication, minimising unnecessary meetings.

Intelligent participation recommendations ensure only relevant participants are involved, while AI insights enhance engagement through sentiment analysis, tracking speaker time, and keeping discussions focused. AI-powered moderation tools enforce time limits, redirect off-topic discussions, and ensure meetings remain productive.

Virtual avatars and AI note-taking for absentees provide summaries and voice clones, allowing employees to stay informed without attending every meeting.

By integrating AI-driven solutions, companies can create a healthier meeting culture, improving both employee well-being and productivity. As the workplace continues to evolve, leveraging AI to streamline meetings will be crucial for long-term efficiency.

Read: Fatigue vs productivity: The cost of overwork

Meetings are essential for collaboration, but not all meetings are necessary. Here’s how to make the ones you do have more effective:

Before scheduling, ask: Does this meeting have a clear purpose? Does it require active collaboration? If the answer is no, consider alternatives like email, Slack updates, or shared documents. Tools like Google Docs or Asana help teams stay aligned without requiring a formal meeting.

Cap meetings at 30 minutes. Use clear agendas to stay on track. Always end with action items to ensure follow-through.

Instead of gathering everyone for an update, use project management tools or decision documents where people can comment, vote, or collaborate independently.

Turn off self-view during video calls to reduce fatigue. Use chat or polling features for large meetings to avoid unnecessary on-camera time.

Platforms like Kairos automate meeting workflows, from capturing action items to sending follow-up reminders, eliminating the burden of manual note-taking.