Why Do We Multitask in Remote Meetings? Insights from a Stanford‑Microsoft Study

During a remote video call, a colleague discovered a paper that investigates why people "multitask" (or "mind‑wander") during meetings. The study, conducted by researchers from Stanford University and Microsoft Research, was published at the top‑tier CHI 2021 conference and received a best‑paper nomination.

The researchers performed a large‑scale quantitative analysis of Microsoft employees' activity logs from February to May 2020, covering Microsoft Teams meeting records, Outlook email traffic, and OneDrive/SharePoint file edits. They also conducted a qualitative survey of 715 employees about their attitudes toward multitasking in remote meetings.

Key findings :

Multitasking (referred to as "multitasking behavior") is closely linked to work efficiency and mental health.

Longer meetings and larger participant counts increase the likelihood of distraction. Meetings longer than 80 minutes are six times more likely to induce multitasking than 20‑minute meetings; meetings with more than 10 participants are three times more likely than one‑on‑one meetings.

Approximately 30% of meetings involve writing emails, and 25% involve editing documents.

Morning meetings are more prone to distraction than afternoon sessions.

External factors such as home‑office environment, email notifications, and irrelevant meeting content also contribute to multitasking.

Employees generally view multitasking negatively, citing reduced focus, mental fatigue, and disrespect for other participants. However, about 15% believe certain multitasking (e.g., taking notes or searching the web for relevant information) can improve efficiency.

The study suggests several actionable recommendations:

Avoid scheduling important meetings in the morning.

Reduce unnecessary meeting frequency.

Shorten meeting duration and insert breaks.

Reward participants who make positive contributions.

Introduce a "focus mode" in video‑meeting tools to block distracting notifications.

Overall, the research highlights the pervasive nature of multitasking in remote meetings, its impact on productivity and well‑being, and offers concrete strategies to mitigate its effects.