Virtual meetings have become an important part of the modern business world. As more and more companies switch to remote working and face-to-face meetings become practically impossible, virtual meetings play a crucial role in connecting teams, partners, and clients.  We think it’s important to stay on top of the topic and be aware of the latest trends and challenges in virtual meetings matter. So, let’s explore the latest studies together, and see what benefits and challenges meetings bring to the table, and what employees all over the world feel towards this new normal working model. 

General virtual meeting statistics

In 2020 virtual one-on-one meetings increased by over 1,230% from January to December. Virtual group meetings rose by over 613% across the year, according to Doodle.

Americans spend an average of 8 hours a week in virtual meetings (=50 days a year).

Nearly 90% of Americans multitask during virtual meetings. Here are the most popular multitasking activities: 76% do other work-related tasks, 50% message others, 20% check social media, and 13% read the news.

83.13% of Dialpad survey respondents spend a third of the week, or less, in meetings.

Time spent in video meetings has risen dramatically, from 48% in 2020 to 77% in 2022. Now, 83% of employees spend up to one-third of their work week in video meetings. Interestingly, 55% say they have more meetings now than they did when working entirely in the office.

Monthly, employees spend an average of 31 hours in unproductive meetings. Waiting for meetings to start costs nearly 11 minutes per meeting  (or more than 3 days per year). Senior executives’ costs are greater: 16 minutes per meeting (nearly 6 days per year).

According to RedRex, women experience Zoom fatigue 14% more than men.

The Muse careers site states, that collectively, 15% of an organization’s time is spent in meetings and unproductive meetings waste more than 37 billion USD per year. As just for a simple status update meeting, workers can spend up to 4 hours a week in preparation.

Executives view more than 67% of meetings as failures.

92% of workers surveyed admitted they multitask in meetings. 69% check their email during meetings.

Doodle survey compared data on meeting times across countries. UK professionals spent the most time in meetings per week – with 30% of the UK respondents spending 5 or more hours per week in meetings. 23% of US workers spent 5 or more hours per week in meetings. Professionals in Germany spend less time in meetings — with 23% of German respondents reporting they spend 2.5 hours in meetings per week.

On average, professionals now spend more than half of their 40-hour workweek in meetings, according to a survey by Reclaim. This translates into professionals spending 21.5 hours in meetings per week in 2021 — which is 7.3 hours more than in February 2020.

A new Fellow report states, that employees now attend between 11 and 15 meetings per week on average. 31% of managers attend 16+ meetings per week.

Benefits of virtual meetings

Nearly 47% of companies cut down on business travel thanks to video conferencing.

A report from Statista shows, that more than 75% of firms across all sectors in the UK have replaced over half of their domestic trips with virtual meetings during the pandemic. Meanwhile, 16% of surveyed businesses in the manufacturing and construction sector did not replace any domestic business trips with virtual meetings.

Owl Labs states in its survey, that for 71% of employees it’s easier to present to a group in virtual meetings, 70% of respondents find virtual meetings less stressful and 67% of respondents consider virtual meetings as productive as in-person meetings.

Statista survey respondents also stated some positive aspects of video meetings, which included not having to travel to the meeting itself and also efficiency and productivity.

Main challenges and outcomes of unproductive virtual meetings 

36% of Beezy study respondents believe the increased frequency of meetings during the pandemic is unnecessary and unproductive. 49% of employees say at least 2 of the virtual meetings they attend each week are disrupted due to technical issues. 85% of employees believe they’d be able to successfully complete their jobs with fewer virtual meetings/calls.

60% of Udemy survey respondents said meetings are just another distraction from the work they need to complete.

According to Udemy research, the main reasons for disrupted meetings are small talk and office gossip (54%), side discussions about other projects (45%), late arrivals/early departures (37%), and technology/connectivity problems (33%).

Nearly half of US employees (49%) are experiencing virtual meeting fatigue.

58% of workers say technical issues are among the key challenges of online meetings.

32% of workers are more likely to multitask when the video and mic are off. Nearly 69% of introverts and 40% of extroverts experience on-camera exhaustion.

According to Dialpad, the top 3 causes of unpleasant meetings are unhelpful meetings that feel like a waste of time (32.7%), meetings without progress or a conclusion (24.5%), meetings that drifted away from their original agenda or goal (28.59%).

According to RedRex study, 71% of employees waste time every week due to unnecessary or cancelled meetings, 56% want to spend less time on video calls in general, 42% contribute nothing in meetings, 40% waste up to 30 minutes searching for the right link.

23% of American remote workers say their zoom fatigue is higher than it’s ever been.

Remote workers say the top contributors to digital fatigue include: meetings running too long (56%), staring at a screen for long periods (52%), meetings serve no purpose (49%), seeing yourself on video all the time (38%), constant eye contact (35%).

49% of meeting participants say that being on camera makes them more exhausted.

Scheduling overload is another factor worsening meeting productivity, according to 78% of Clockwise survey respondents.

58% of respondents from a global survey, conducted by Statista, agree that technical or software issues are among the biggest challenges of virtual meetings. Further, 28% struggle with too many videos and video fatigue.

Virtual meetings statistics by industry

Dialpad surveyed over 2,800 U.S. employees from businesses of all sizes and across industries. They discovered that marketing & advertising companies have the most video conferences, with an average of 20.9 meetings per person per month. That’s followed by companies in the travel industry, with 11.1 meetings each month on average. And in third place, are tech companies, which have an average of 10.5 meetings per month.

Another study analyzed meeting length among US businesses by industry. The military industry has the shortest meeting length, with an average meeting lasting less than 15 minutes. In the food service industry, meetings rarely go over 30 minutes. In the agriculture industry, meetings last up to 1 hour (70% of respondents report this). In the legal services industry, meetings last between 1 and 2 hours (law enforcement professionals attend the longest meetings, for over 2 hours).

How to make virtual meetings more effective

8 out of 10 Americans agree there should be one day a week with no meetings.

75.6%  of survey respondents prefer scheduling meetings on a certain day or time of day. Mondays are the most popular day of the week to schedule meetings, but Wednesdays have the longest meetings, on average.

82.9% of employees believe not all video meetings require video. One of the most time-efficient meetings is stand-ups with 20 or fewer people. On average, they last 12-13 minutes.

After surveying over 2,800 U.S. employees from businesses of all sizes, Dialpad came to the conclusion, that video meetings can be more productive (and pleasant) when: each attendee benefits from it, there is a clear goal for the meeting, and it’s met, conversations outside the scope of the meeting are discussed at another time.

6 out of 10 US workers believe virtual meetings can be more engaging than in-person ones. The main factors of better meetings are clear communication (59%), agenda (56%), decisions getting made (56%), begins and ends on time (54%).

According to Clockwise, Tuesday morning meetings are the ultimate crowd pleaser, as almost a third of people picked it as their favorite meeting day (29%), with Wednesdays coming in at a close second (25%). When it comes to the least desirable meeting day, almost everyone (87%) picked either Monday or Friday.

Almost 80% of people prefer their meetings in the morning or right before lunch. Only 1% of people find evening meetings productive.

Supplementary Statistics

56% of global organizations used web conferencing tools in 2020 for virtual meetings.

The majority of global organizations have embraced the use of web conferencing tools to facilitate remote collaboration and communication. This is a clear sign that virtual meetings are becoming increasingly commonplace, and that organizations are recognizing the value of these tools in helping them stay connected and productive.

73% of professionals consider virtual meetings “somewhat effective” or “very effective”.

The majority of professionals find them to be a viable option for communication. It is an important piece of information to include in a blog post about Virtual Meeting Statistics, as it demonstrates that virtual meetings are a reliable and successful way to stay connected.

Participants in virtual meetings increase their multitasking by 65%.

They can actually help people become more productive. By allowing participants to multitask more efficiently, virtual meetings can help them get more done in less time. This is an invaluable asset for any business, as it can help them save time and money while still getting the job done.

Virtual meeting platforms usage increased by 69% in October 2020 compared to February 2020.

Despite the challenges of the pandemic, people are still finding ways to stay connected and collaborate remotely. This is an important development that has implications for businesses, educational institutions, and other organizations that rely on virtual meetings to stay productive. It also speaks to the increasing need for reliable virtual meeting platforms that can accommodate the growing demand.

Zoom video call usage soared 30-fold in April 2020 during the height of the pandemic.

The staggering statistic of Zoom video call usage soaring 30-fold in April 2020 speaks volumes about the impact of the pandemic on the way we communicate. It is a testament to the power of virtual meetings and how they have become an essential part of our lives in the face of the pandemic. This statistic is a reminder of how quickly we adapted to the new normal and how virtual meetings have become a vital tool for staying connected.

By 2022, 65% of meeting room solutions providers will launch virtual meeting management platforms.

Meeting room solutions providers are recognizing the need for virtual meeting management platforms and are taking steps to meet that demand. This is an important development for businesses and organizations that rely on virtual meetings to stay connected and productive.

47% of businesses use a combination of video and audio calls for virtual meetings.

Virtual meetings are becoming an increasingly accepted and preferred method of communication, as businesses are finding the combination of video and audio calls to be an effective way to stay connected.

An estimated 69% of organizations plan to permanently reduce commercial office space due to virtual meetings’ success.

Virtual meetings are becoming increasingly popular and are being seen as a viable alternative to traditional in-person meetings. This is an important statistic to consider when discussing the impact of virtual meetings on businesses and organizations.

Video conferencing for virtual meetings is expected to grow at a CAGR of 9.9% from 2020 to 2027.

Video conferencing is becoming an increasingly popular way for businesses to communicate and collaborate, and that the demand for virtual meetings is only expected to grow in the coming years. This is an important trend to be aware of, as it can help businesses plan for the future and make sure they are taking advantage of the latest technology to stay competitive.

Conclusion

The latest statistics on virtual meetings show that they offer a great way to stay connected and collaborate with colleagues, even when you are located on different continents. However, they also bring their own challenges, from sorting out technical issues to finding new ways to promote engagement and dealing with meeting fatigue phenomenon. 

Companies should avoid virtual meetings with no proper agenda and goal, as it will be simply a waste of time for everyone. Plan your meetings ahead, think carefully about all the points to be discussed, and let the participants see them beforehand for better preparation. 

FAQ

What is a virtual meeting?

A virtual meeting is an online meeting that takes place over the internet. It can be used for a variety of purposes, such as team collaboration, live presentations, and remote interviews. 

How do I join a virtual meeting?

Depending on the platform you are using, you may need to join the meeting through a link or a code. Some platforms also allow you to join with a phone number. 

What equipment do I need for a virtual meeting? 

A stable internet connection and a device with a microphone and camera are usually required. Some platforms may also require additional software or hardware. 

What are some tips for leading a successful virtual meeting? 

Be prepared, be organized, set expectations, stick to the agenda, and be mindful of time.

What are some tips for participating in a virtual meeting?

Speak clearly, keep your microphone muted when not speaking, be mindful of background noises, and be prepared to contribute. 

How do I ensure confidentiality during a virtual meeting?

Make sure the platform you are using has a secure encryption and that all participants’ devices are password-protected. 

How do I troubleshoot technical problems during a virtual meeting?

Make sure all participants have the necessary equipment and software, and ensure that everyone has a stable internet connection. If problems persist, contact your platform’s technical support team.

References:

Doodle: “State of meetings 2021”, cited in January 2023 (Source)

Passport-Photo.online: “75+ Mind-Boggling Virtual Meeting Statistics and Facts [2023]”, cited in January 2023 (Source)

Dialpad: “The state of video conferencing 2022”, cited in January 2023 (Source)

Small Business Trends: “Interesting Stats on Too Many Virtual Meetings”, cited in January 2023 (Source)

Red Rex: “The Future of Work & Online Events”, cited in January 2023 (Source)

The Muse: “How Much Time Do We Spend in Meetings? (Hint: It’s Scary)”, cited in January 2023 (Source)

Reclaim: “Productivity tredns Report: One on One Meeting Statistics”, cited in January 2023 (Source)

Fellow: “Remote Meeting Statistics: “The Future of Meetings” Report”, cited in January 2023 (Source)

Statista: “Share of planned domestic business trips replaced with virtual meetings during the coronavirus (COVID-19) pandemic in the United Kingdom (UK) as of January 2021, by sector”, cited in January 2023 (Source)

Owl Labs: “State of remote work”, cited in January 2023 (Source)

Beezy: “REPORT: 2021 Digital workplace trends & insights”, cited in January 2023 (Source)

Udemy: “2018 Workplace Distraction Report”, cited in January 2023 (Source)

Clockwise: “The State of Meetings in 2020”, cited in January 2023 (Source)

Pumble: “Meeting statistics you should know (2022)”, cited in January 2023 (Source)