The way we work has fundamentally changed in recent years. The rise of remote and hybrid working models has transformed our offices into a mix of physical and virtual spaces. While many have embraced this newfound flexibility, it has also brought subtle but significant changes to the way we collaborate and communicate, particularly in meetings. A recent study by Vyopta, a maker of software for monitoring and optimizing meetings and digital collaboration, sheds light on this evolving dynamic and the potential impact on employee engagement and retention.

For the study, Vyopta analyzed over 40 million meetings involving more than 450,000 employees, focusing exclusively on remote or hybrid meetings conducted through online platforms such as Microsoft Teams, Cisco Webex or Zoom. The research revealed some surprising facts. While many organizations have implemented return-to-office policies following the Covid pandemic, the volume of virtual meetings has remained constant even as the number of in-person meetings has more than doubled. In other words, virtual meetings have become an integral part of our work culture, regardless of where people are physically located.

What we have here is a failure to participate

But the study also revealed a worrying trend: the rise in non-participation rates in small group meetings. This refers to cases where participants remain silent throughout the meeting, essentially becoming passive observers. It’s like “quiet quitting” for meeting participation.

In 2023, the percentage of “silent meetings,” where at least one participant is silent for the duration of the meeting, was 7.2%, up significantly from 4.8% in 2022. According to a study by McKinsey, employee loss and turnover could cost the average S&P 500 company between $228 million and $355 million per year. The share of that amount varies depending on the size of the organization, but totals 56% of the loss. That means that lost productivity costs many companies of that size $80 million or more per year as employees essentially withdraw from important discussions.

Another notable change is the decreasing frequency of camera use during virtual meetings, which makes sense to me. There are many reasons to turn off your camera when working remotely, including attending a very early (read: not yet showered) meeting with colleagues in a different time zone, when the kids are out of school, or when you work in a location with distracting environments. But common sense also tells us that if someone is genuinely not participating in a call, it’s probably because they’re doing something else. That might mean they’re not a key participant in the conversation or are participating more as an observer. But whether they’re just “playing a sniffle” or not contributing for other reasons, a lack of active participation could be a sign of disinterest.

The increasing trend of turning off the camera is the first that Vyopta has observed since the early days of the pandemic. In 2023, the camera activation rate dropped to 25.6%, down from 30.2% in 2022. While some may view this as a minor and natural change, the study suggests that camera usage and engagement rates are strongly correlated with employee retention.

Does digital debt contribute to quiet meetings?

The constant flood of data, emails, meetings and notifications has created a phenomenon called “digital debt” – similar to the “technical debt” that software developers know all too well. This overwhelming flow of information exceeds our ability to process it effectively, resulting in reduced productivity and innovation. A recent Microsoft study found that 64% of employees struggle to find the time and energy to do their workand these individuals are 3.5 times more likely to also struggle with innovation and strategic thinking. In addition, 60% of executives express concern about the lack of breakthrough ideas on their teams, underscoring the tangible impact of digital debt on business success.

Quiet meetings do not necessarily lead to quiet Stop – they could lead to actually Quitting. Employees who used cameras significantly less (with cameras on only 18% of the time) were much more likely to leave their company within a year than employees whose cameras were on at least 32.5% of the time. This may indicate that active participation in meetings, both verbal and visual, plays a critical role in fostering a sense of connection and belonging among employees and ultimately influences their decision to stay at a company.

In a Harvard Business Review article, two Vyopta executives pointed out that these correlations do not necessarily prove a direct cause-and-effect relationship and should not be applied indiscriminately to individual cases. However, the trends observed are significant enough to warrant further investigation at the organizational level.

A technology-enabled culture promotes employee engagement

All of these findings underscore the need for companies to rethink their approach to meetings in the age of hybrid work. Leaders must prioritize creating engaging and inclusive experiences that encourage active participation from all attendees, regardless of their location. From speaking with leaders in many organizations, I can tell you that the technology used to conduct meetings is a huge driver in creating these experiences.

Technology aside, a successful hybrid work environment is fundamentally built on a culture of trust. Employees want to feel like they can work when and where it is most productive for them, without the constant pressure of being on camera. However, Vyopta’s study shows that both workers and companies benefit from time on camera. Features like noise cancellation and blurred backgrounds create a professional atmosphere even in less than ideal home environments. In addition, retouching features or even avatars can help ease the discomfort and ensure everyone feels comfortable and safe when participating in virtual meetings.

I’ve written about a wide range of hardware and software that can make meetings more enjoyable for participants in and out of the office. For example, I swear by my HP Poly Voyager Free 60 + UC earbuds, which block out ambient noise so I can take a call even when I’m in the stands at a baseball game (two of my sons are serious players) or in an airport. And Cisco has partnered with automakers like Mercedes Benz, Audi, and Ford to bring Webex functionality to cars.

Regardless of the providers selected, it is the synergy of trust and technology that creates a hybrid working environment that the benefits of flexible working. Companies should take thoughtful, concerted action to promote productivity and wellbeing while Ensuring meetings remain productive, collaborative and fulfilling for all participants. The future of work is hybrid, and there are tremendous opportunities to shape it in a way that empowers employees and drives business success.