In today’s always-on world, constant connectivity, back-to-back meetings, and digital fatigue are becoming the norm. Leaders are increasingly tasked with managing teams under these conditions, but what are the consequences of these working patterns? Research shows they can lead to higher stress, lower productivity, and diminished creativity.

The good news is that small changes can make a big difference. In this blog, we’ll explore the impact of digital fatigue and share actionable strategies to help you create a healthier, more productive workplace.

The Problem: Digital Fatigue and Burnout

A 2021 study by Microsoft highlighted the toll of back-to-back meetings. Using brain scans, researchers found that people who worked for four hours straight in meetings experienced higher stress levels and reduced creativity compared to those who took short breaks between calls. The simple act of scheduling 10-minute breaks allowed the brain to reset, reducing cumulative stress.

Beyond meetings, the constant interruptions from notifications, emails, and messages can prevent employees from entering a “flow state”—a period of deep focus where people produce their best work. Studies suggest that it can take up to 23 minutes to refocus after an interruption. For teams, this means less efficiency and more frustration.

Furthermore, research from the University of Nottingham highlights the dangers of “techno-strain,” a type of stress caused by constant connectivity and the inability to disconnect from work. This strain not only affects mental health but can lead to physical exhaustion, making it crucial for leaders to address.

The Solution: Small Changes, Big Impact

To combat these challenges, leaders can implement practical strategies to reduce digital fatigue and improve team well-being:

1. Schedule Short Breaks Between Meetings

Encourage breaks of at least 5–10 minutes between calls. This isn’t just a “nice to have”—it’s backed by science. Short pauses help the brain reset, allowing employees to approach the next meeting with renewed focus and creativity.

Pro Tip: Set a company-wide policy that meetings end at :50 or :25 past the hour to ensure built-in break times.

2. Designate Focused Work Periods

Distractions are the enemy of productivity. Help your team protect their focus by creating “do-not-disturb” periods where they can work uninterrupted. This could mean:

• Blocking out time on calendars for deep work.
• Encouraging employees to turn off notifications during these periods.
• Avoiding meetings during designated focus hours.

Encouraging uninterrupted work time helps your team enter a flow state, producing higher-quality work in less time.

3. Create Clear Meeting Agendas

One way to reduce meeting fatigue is to make every meeting purposeful. Use a framework like POP:

• Purpose: What is the reason for the meeting?
• Outcome: What do you want to achieve?
• Process: What steps will you take to get there?

At the end of the meeting, summarise actions in writing to ensure clarity. This small step reduces follow-up confusion and prevents unnecessary follow-up meetings.

 

4. Respect Personal Time with Schedule Send

For companies embracing flexible working or working across time zones, leaders should be mindful of when employees are “off the clock.” Using tools like Schedule Send for emails can ensure communication is delivered during working hours, respecting personal time and reducing unnecessary stress.

Pro Tip: Encourage your team to use Schedule Send, especially when working outside standard hours, to prevent disrupting others’ free time.

5. Encourage Camera Use (When Comfortable)

While video fatigue is real, turning cameras on during meetings (where employees are comfortable) can foster a sense of connection. Seeing facial expressions and body language enhances communication and helps team members feel more engaged.

Pro Tip: Don’t make camera use mandatory—create a culture where it’s encouraged but not pressured.

6. Promote Well-Being Through Leadership

As a leader, you set the tone for your team. Model the behaviours you want to see by:

• Taking breaks yourself and sharing how they improve your focus.
• Respecting “do-not-disturb” periods by not scheduling meetings during these times.
• Checking in regularly to see how your team is coping with their workload.

By prioritising well-being, you signal to your team that their health matters, which can lead to higher morale and productivity.

Why It Matters

The impact of these changes goes beyond individual well-being. When employees are less stressed and more engaged, they produce better work, collaborate more effectively, and are less likely to burn out.

The University of Nottingham’s research on “techno-strain” reinforces the importance of disconnecting from work. This strain, caused by constant connectivity, can lead to burnout and even physical exhaustion. By reducing techno-strain, leaders can create a healthier and more balanced workplace for their teams.

In the digital age, leaders have a unique opportunity to reshape how we work. By adopting small but meaningful changes—like scheduling breaks, encouraging focus time, setting clear meeting agendas, and respecting personal time—you can combat digital fatigue and create a thriving team.

Want to learn more about fostering well-being and productivity in your team? Contact us for tailored leadership training that helps you and your team thrive in the digital workplace.