How Camera-Off Meetings Can Support All Team Members

I'm sure we've all had those days where the last thing we want to do is turn our cameras on and attend yet another virtual meeting. The thought of having to smile and nod along while trying to pretend we're fully engaged can be exhausting for anyone.

Virtual meeting fatigue (sometimes referred to as "Zoom fatigue") has become a common issue in today's remote work world. It's no surprise - staring at a screen for hours on end, trying to focus on multiple faces at once, and feeling pressure to constantly be "on" can take a toll.

For some, this feeling can be even more pronounced. Neurodivergent employees, those with social anxiety, and introverts may feel especially overwhelmed by constant camera-on meetings.

This raises an important question: should we consider embracing more camera-off meetings? While there are undeniable benefits to allowing camera-off options—such as reducing stress and creating comfort—it’s also essential to recognize the value that camera-on meetings bring. Striking the right balance can enhance team engagement and well-being, making it worth considering when and how to best use cameras during virtual meetings.

Below, we’ll discuss some of the reasons why camera-off meetings could make sense for your team every once in awhile:

Benefits of Camera-Off Meetings

1. Reducing Cognitive Load

When participating in a video call, our brains have to process a lot of information at once. Not only are participants trying to absorb the content being discussed, but they're also constantly scanning the screen for nonverbal cues, facial expressions, and body language. And let's just admit it: We can't help but occasionally glance at our own faces to make sure we're presenting ourselves in a certain way.

Some may argue that camera-on meetings are no different from in-person meetings, where we also have to process non-verbal cues. However, the key difference is that in-person interactions feel more natural, and our brains are wired to pick up on these cues more easily in a physical space.

In contrast, virtual meetings require our brains to work harder to interpret these cues through a screen. This leads to what psychologists call a high "cognitive load" — the mental effort required to process and retain information.

Too much cognitive load can lead to fatigue, decreased productivity, and even burnout. By turning off the cameras, the content of the meeting becomes the main focus, reducing the strain on our brains and allowing remote workers to fully engage in the discussion.

1. Promoting Inclusivity

Camera usage can unintentionally create a hierarchy within a team.

For example, those who feel more comfortable on camera may dominate the conversation. Other participants, however, may feel less confident and refrain from speaking up. This can lead to feelings of exclusion and disengagement — especially for introverted or neurodivergent team members.

Additionally, not everyone has access to space that allows for a professional-looking camera setup. Some may work from shared or public spaces, which can make them feel uncomfortable with the idea of turning on their cameras.

Allowing for camera-off meetings creates an equal playing field for all participants. It removes any pressure to "perform" or maintain a certain image on camera and allows for more authentic and inclusive discussions.

1. Respecting Personal Boundaries 

How many of you have had to quickly tidy up your living space before joining a video call? Or perhaps you had to change out of your pajamas and into presentable clothing? 

While it's not too much of a hassle to do these things once in a while, constantly having to present a polished image on camera can be exhausting. It also blurs the lines between work and personal life, as remote workers may feel like they are constantly "on display," even in their own homes.   

So, if your team hosts regular video meetings, consider giving them camera-off days to allow for a break from this constant pressure. I find it helpful to schedule these days in advance. This allows team members to plan accordingly and feel more at ease leading up to the meeting.

How to Know If You Need a Camera-On Meeting or a Camera-Off Meeting

Let’s face it—virtual meetings are here to stay, but that doesn’t mean we have to endure a perpetual state of "camera-on" fatigue. The real challenge? Knowing when to turn those cameras off without sacrificing productivity. Spoiler alert: it’s all about balance. Here's how to decide whether to keep the cameras rolling or give your team a break:

1. Meeting Objective

Camera-On: If you’re tackling complex issues, brainstorming, or handling sensitive topics, keep the cameras on. Seeing everyone’s faces can make a big difference in understanding nonverbal cues and keeping the conversation flowing. Plus, it’s harder to hide behind a muted mic when you’re on camera.

Camera-Off: For routine updates or when all you need is a quick check-in, consider going camera-off. Your team can still stay focused without the added pressure of looking interested on-screen. It’s okay to admit that not every meeting needs a front-row seat to everyone’s living room.

2. Team Dynamics and Relationships

Camera-On: Meeting someone for the first time? Trying to build stronger team connections? Cameras on. A little face time can go a long way in building trust and camaraderie.

Camera-Off: If your team knows each other well, they might not need to see each other’s faces every single time. Sometimes, a camera-off meeting is just what you need to keep things low-pressure while still getting things done.

3. Time of Day and Energy Levels

Camera-On: Early birds, unite! If your team’s at its best in the morning, cameras can help kick things off with energy and focus. It’s also a good move if you’re diving into something that needs sharp thinking.

Camera-Off: After a long day, or when everyone’s running on fumes, give your team a break. A camera-off meeting can help people stay engaged without the added pressure of looking engaged.

Tips for Facilitating Camera-Off Meetings   

While camera-off meetings can bring a sense of relief to many remote workers, they may also present some challenges for facilitators. Here are a few tips to help make these remote meetings successful:   

• Start with a Quick Check-In

At the beginning of every meeting, take a few minutes to allow everyone to check in. This can be a brief discussion about how everyone is feeling, what they've been up to lately, or anything else that comes to mind.

Starting this way helps team members feel more connected and allows them to get into the mindset of the meeting. It also encourages participation and sets a friendly tone for the rest of the conversation.

• Encourage Active Participation

Without cameras on, it may be more difficult to gauge participants' engagement during online meetings. To combat this, be sure to encourage active participation from everyone.

This can be done by asking specific team members for opinions or ideas or using interactive tools such as polls or breakout rooms. Even simply asking for a thumbs-up or thumbs-down from each person can help keep everyone involved and engaged.

• Use Visual Aids           

We recommend using a ‘group memory’ during your meetings. Group memory refers to the notes taken during the meeting, typically by one person who then presents them to the group. This serves two purposes:

1. It provides a record of the meeting that can be shared afterward.
2. It gives everyone something to focus on during the meeting, reducing distractions like emails or texts.

• Be Mindful of Time

Camera-off meetings tend to be more casual and relaxed, which can lead to conversations going off-track or running longer than planned. Going into the meeting with a clear agenda and time schedule can help keep things on track.

Be mindful of the time, and don't be afraid to gently steer the conversation back to the main topic if it starts to stray. This will ensure that everyone's time is respected and that the meeting stays productive.     

• Follow Up

After the meeting, be sure to send out a follow-up email or message recapping the main points discussed and any action items that were assigned. You can also use this opportunity to gather feedback from participants on how the camera-off meeting went and any suggestions for improvement.

Step Up Your Virtual Meeting Game

As you can see, camera-off meetings offer many benefits to remote teams. While some virtual meetings may require cameras on, incorporating camera-off meetings into your routine can help boost engagement, collaboration, and productivity.

Not sure where to start? Interaction Associates has you covered. Our Essential Facilitation™ workshops equip leaders with the skills and techniques needed to facilitate successful virtual meetings. From creating agendas to managing group dynamics, our workshops cover it all.

Learn more about Essential Facilitation.