The crisis of digital meetings — which have turned into a burden rather than the initial joy — has become a massive problem over the last few years. Businesses are having a difficult time ensuring their employees that being forced into the virtual world is great news.
While it may have appeared ideal at first, years of digital practices have turned excitement into exhaustion. The app fatigue has spread like wildfire to include popular online meeting tools, Zoom included.
The Rise of Virtual Meetings
Before the COVID craze, virtual meetings weren’t the norm. They were typically reserved for specific teams and clients scattered across different geographies. The idea of holding an entire conference or day’s worth of presentations on Zoom or Microsoft Teams wasn’t even imaginable.
However, since 2019, things have changed dramatically. Digital meetings became the norm in 2019 and when the craze was turned off, the trend remained intact. In 2020, global video conferencing usage surged by 500%. By the end of 2021, ca. 80% of business leaders stated that they were using digital meetings more than ever.
At the height of the remote work boom, Zoom alone experienced a 378% increase in its user base. At first, it seemed like a technological blessing, but it soon turned into what would later become known as the Zoom Fatigue.
It wasn’t just about the fatigue of using this particular platform, either. Rather, it was about the mental drain caused by the virtual environments people were forced to occupy for long hours at a time. A 2021 study by Stanford found that over 50% of employees felt mentally exhausted after video meetings, and over 40% experienced physical fatigue. The study also identified that constant eye contact and the focus required to keep up with multiple screens led to cognitive overload.
However, despite the early backlash, things have started to change. As time has passed, businesses have found ways to transform these draining practices into something more engaging, meaningful, and even enjoyable.
The Emergence of Interactive Virtual Meetings
The first step in this transformation came with a perspective shift. Rather than treating virtual meetings as substitutions for in-person interactions, businesses started experimenting with making digital meetings more interactive.
Video conferences began to include fun icebreakers, more dynamic formats, and interactive elements like polls, quizzes, and virtual whiteboards. The goal was to create an environment where participants were involved and motivated.
As a result, engagement began to improve. According to a 2023 study by PwC, 68% of businesses reported they had improved employee engagement through more interactive digital meetings. In particular, 43% of employees cited that they felt more connected with their colleagues after incorporating collaborative tools into their meetings.
Dr. Jennifer O’Donnell, a behavioral psychologist, says:
“Human connection is at the heart of effective meetings, whether virtual or in-person. People don’t want to simply be passive recipients of information — they want to engage with it, reflect on it, and contribute to it.”
She adds that the shift toward making virtual meetings more dynamic and interactive is a response to the reality that many people still crave social connection even when working remotely. The human-centered approach has allowed digital meetings to evolve from a basic exchange to something more meaningful.
The Emergence of AI
Artificial Intelligence (AI) is playing a major role in the evolution of digital meetings. In the early days, video conferencing platforms mainly focused on simple functions — video calling, screen sharing, and chat messaging. Nowadays, however, AI is being integrated into these systems to enhance productivity, eliminate distractions, and streamline the overall experience.
Some platforms use AI to automate administrative tasks like scheduling, transcription, and action item tracking. AI-powered tools can analyze the tone and engagement of participants in a meeting, providing real-time feedback to help adjust the flow or identify when it’s time for a break. E.g., an AI tool integrated into Microsoft Teams alerts the host when participants are becoming disengaged.
AI’s impact doesn’t stop there. In a global study performed by McKinsey, 47% of companies reported integrating AI into their video conferencing tools, citing improved efficiency and a reduction in cognitive overload.
“AI enables digital meetings to run smoother and more effectively, which helps remove some of the fatigue caused by the mundane technicalities,” says Mark Johnson, a Senior Director at Deloitte. “AI allows meeting leaders to focus on what’s truly important—communication, collaboration, and decision-making—without worrying about the logistics.”
A case study from the Australian tech startup, TaskHub, highlights this trend. By implementing an AI assistant in their remote meetings, they saw a 40% reduction in meeting time without sacrificing outcomes. The AI assistant helped summarize key points, flagged action items, and even sent out follow-up reminders to ensure tasks were completed on time.
The Role of Virtual Reality and Augmented Reality
While the idea of donning a headset for a work meeting may have seemed far-fetched just a few years ago, Virtual Reality (VR) and Augmented Reality (AR) are making their way into business meetings. The immersive experience of VR and AR offers a level of engagement that standard video conferencing cannot replicate. The experience is about creating an environment where participants feel as though they are physically present in the same space.
In 2024, companies like Meta and Microsoft began rolling out VR workspaces for remote teams, enabling employees to meet in virtual rooms and interact with 3D models, holograms, and digital objects. Employees can gesture with their hands, share files in real-time, and even have “serendipitous” encounters — virtual hallway conversations between meetings, mimicking the spontaneous interactions that occur in traditional offices.
Building a Culture of Digital Connection
As digital meetings continue to evolve, one of the most crucial elements will be fostering a culture that emphasizes the blend of technology and human connection. The most successful remote teams aren’t just leveraging the best tools — they’re also cultivating an environment where team members feel supported, seen, and heard. This requires a fundamental shift in how meetings are structured, how communication flows, and how people interact with one another in a digital space.
Rather than simply relying on the latest technologies, businesses that excel at digital meetings are actively investing in creating experiences that encourage emotional connection. A study by Gallup in 2023 revealed that 72% of employees cited feeling more engaged when they had a sense of belonging in their workplace, even in virtual environments. This sense of connection can come from small things like encouraging personal conversations, setting aside time for team-building activities, or recognizing achievements and milestones during meetings.
At Pivotal Group, a remote-first consultancy, the company has seen remarkable success with its team’s approach to digital meetings.
“We treat our virtual meetings as more than just a way to exchange information,” says Sarah Williams, the Director of Operations at Pivotal. “We make sure every meeting includes moments of connection — whether that’s starting with a check-in, sharing something personal, or just giving people space to talk. People feel heard, and that leads to better collaboration.”
Creating Meaningful Meetings in the Long-Term
It’s no secret that digital meetings are here to stay. However, the way people approach them will continue to evolve. In the long term, the focus isn’t likely to remain on adopting the latest tech; it will be on meaningful, productive interactions that resonate with all participants.
Simply put, businesses need to prioritize human-centered design and blend the latest innovations with the real needs of employees.
This means a major shift from a culture of obligatory meetings to a culture of intentional, purposeful collaboration. Leaders need to make it clear that meetings aren’t just a formality but rather an opportunity to engage, share, and create something of value together.
“Technology can be a powerful tool for connection,” says Emma Lewis, a leadership coach based in New York. “But it’s ultimately the people behind the technology who will make the difference. We need to focus on empathy, flexibility, and shared goals to ensure that digital meetings remain meaningful and energizing.”
For companies that get it right, digital meetings will no longer be seen as a necessary evil but as an integral part of the future of work. They will evolve into environments where creativity flows and individuals feel a sense of connection and purpose, regardless of their physical location.
