“This meeting could have been an email.” This often-repeated phrase encapsulates a widespread workplace issue: meeting fatigue—commonly known as “Zoom fatigue.”

Employees spend an average of 31 hours monthly in ineffective meetings, highlighting the urgent need for solutions that optimize 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.

A Forbes study found that 56% of managers and employees identify excessive meetings as the primary source of fatigue, while 20% cite prolonged screen time as another major factor. The financial impact is equally concerning. Research by The Tree Top estimates that unproductive meetings cost U.S. companies $37 billion annually.

Why Are So Many Meetings Ineffective?

“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,” says 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.

• 49% experience increased exhaustion from being on camera.

These findings emphasize the need for companies to rethink their approach to meetings and leverage AI-driven solutions to mitigate these issues.

How AI Can Transform Meetings

“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 just be an email,” says David Burkus, an organizational psychologist.

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

Key AI Solutions for Meeting Efficiency

✅ AI-Powered Smart Agendas – Use natural language processing (NLP) to analyze past meetings, prioritize discussion topics, and allocate time efficiently.

✅ Automated Meeting Summaries & Notes – AI can transcribe meetings in real time, generating concise summaries, action items, and key takeaways.

✅ Smart Scheduling & Agenda Optimization – AI analyzes calendars and meeting topics to suggest optimal meeting times, preventing scheduling conflicts and reducing back-to-back meetings.

✅ Reducing the Need for Meetings – AI-powered collaboration tools facilitate asynchronous communication, minimizing unnecessary meetings.

✅ Intelligent Participation Recommendations – AI identifies essential attendees, ensuring that only relevant participants are involved.

✅ Enhancing Engagement with AI Insights – AI provides sentiment analysis, tracks speaker time, and keeps discussions focused.

✅ AI-Powered Moderation Tools – AI enforces time limits, redirects off-topic discussions, and ensures meetings remain productive.

✅ Virtual Avatars & AI Note-Taking for Absentees – AI-generated summaries and voice clones allow 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.

How to Combat Meeting Fatigue

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

1. Ask: Is a Meeting Really Necessary?

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.

2. Keep Meetings Short and Focused