Distracted in Meetings? How to Be More Present: Tips for You and Your Team.

We know things have changed since 2020 and one of the side effects has been more meetings, particularly on-line. Research also shows that for about 50% of the time we are in meetings, we’re not paying attention. Is there any solution to this modern workplace crisis?

What Has Changed Since 2020
2020 changed everything and there’s no going back especially in the workplace. The Microsoft Work Trend Index 2021 report highlighted a significant increase in the intensity of workers’ digital lives, particularly in the context of meetings and chats. This was largely driven by the shift to hybrid and remote work models. The report revealed a substantial rise in meeting frequency and duration, along with increased after-hours communication.

• Increased Meeting Time eg average number of Microsoft Teams meetings doubled and meeting length increased by 10 minutes
• More Chat Messages ie increased by 45% and much more after hours
• More ad hoc meetings
• Impact on employees as people felt compelled to respond to Chat within 5 minutes
• Shrinking Networks ie fewer larger team meetings online with more small group and one-on-one interactions

Mindfulness Practices to Prepare for and use During Meetings
Here’s some ways to have more mindful meetings which you can adapt depending on who’s at the meeting , it’s purpose and whether in-person or on-line:

1. Start with a Pause or Check-In
   Begin with a minute of silence, a deep breath, or a quick “how are you arriving?” check-in to help participants transition from their previous tasks into the meeting space.
2. Set Clear Intentions
   Clarify the purpose and desired outcome at the start. You can frame it as: “By the end of this meeting, we will have decided/understood/brainstormed…”
3. Respect Time – Start and End Mindfully
   Begin and finish on time. Don’t overfill the agenda. Leave a few minutes at the end to reflect or wrap up instead of rushing.
4. Practice One Conversation at a Time
   Encourage full attention when someone speaks.
5. No Devices Rule (Unless Needed)
   Ask participants to put phones on silent and avoid multitasking. Consider having “tech-free” meetings for deeper engagement.
6. Incorporate Movement or Nature
   If possible, make meetings walking ones, especially for one-on-ones. Or, take a 1-minute stand/stretch/movement break mid-way through longer meetings.
7. Practice Active Listening
   Invite participants to listen without planning their response. You might say:
   “Let’s listen to understand, not to reply.”
8. Create Psychological Safety
   Be intentional about inclusion and kindness. Encourage curiosity, not judgment. A simple practice: acknowledge contributions with a nod or thank you.
9. Review, Reflect, Reset
   At the end, ask: “What worked well?” and “What could we do differently next time? ”This builds continuous improvement and presence.
10. Close with Gratitude or Acknowledgment
    End by naming something positive: a team win, a thank you, or one word on how people are leaving. It strengthens connection and morale.

Mindful Ways to Take Short Break During the Day
When we book and have back-to-back meetings throughout the day, we become more stressed, less able to focus and shut down our ability to connect with others, process information and problem solve. Often this is the whole point of a meeting both with clients and with staff. I’ve heard of teams setting up rules that meetings can only be booked for 25 or 55 minutes so that everyone gets 5 minutes between these longer meetings. And here are 10 practical and human ways to create a break between meetings – especially useful for regaining focus, presence, and energy:

1. One-Minute Breath Reset
   Close your eyes. Inhale for 4 counts, hold for 4, exhale for 4. Do this 3 times. Quick, quiet, grounding.
2. Stand Up and Move
   Stretch, take a few steps, or walk around the room/building. Movement shifts mental gears.
3. Drink Water Slowly
   Have a mindful sip of water, tea, or coffee. Notice the temperature, taste, and feel. A simple sensory reset.
4. No-Screen Gap
   Resist the urge to check email or scroll. Look out the window instead. Let your eyes and mind rest.
5. Jot a Thought or Feeling
   Write down one thing you’re feeling or one thing you want to bring to the next meeting. It creates closure and intention.
6. Mini Sound Reset
   Put on calming music or nature sounds for 2–3 minutes. Or sit in silence. Shifts your nervous system quickly.
7. Do a Micro-Task That Requires No Thinking
   Tidy your desk, file papers, or water a plant. Easy action helps you transition without strain.
8. Step Outside (Even for 60 Seconds)
   Get fresh air, feel the sun, notice the breeze. A tiny dose of nature refreshes the mind.
9. Stretch Your Hands and Face
   Open and close your fists, roll your shoulders, unclench your jaw. Softens physical tension and mental pressure.
10. Ask Yourself: “What do I need before I go in?”
    This creates a moment of self-awareness and choice, not just reaction. Helps you show up with intention, not inertia.

September 2025
Cathryn Urquhart BJuris LLB (UWA)