Meeting Effectiveness and Inclusiveness in Remote Collaboration

TL;DR

This study develops and validates a multivariate model linking meeting practices and technology factors to effectiveness and inclusiveness in remote meetings, based on large-scale surveys and system implementation.

Contribution

It introduces the first comprehensive model of meeting effectiveness and inclusiveness, validated through both survey data and practical system deployment.

Findings

Pre-meeting communication and agendas improve inclusiveness.

Video quality and meeting size significantly impact participation.

Implementing post-meeting surveys helps measure and enhance meeting quality.

Abstract

A primary goal of remote collaboration tools is to provide effective and inclusive meetings for all participants. To study meeting effectiveness and meeting inclusiveness, we first conducted a large-scale email survey (N=4,425; after filtering N=3,290) at a large technology company (pre-COVID-19); using this data we derived a multivariate model of meeting effectiveness and show how it correlates with meeting inclusiveness, participation, and feeling comfortable to contribute. We believe this is the first such model of meeting effectiveness and inclusiveness. The large size of the data provided the opportunity to analyze correlations that are specific to sub-populations such as the impact of video. The model shows the following factors are correlated with inclusiveness, effectiveness, participation, and feeling comfortable to contribute in meetings: sending a pre-meeting communication, sending a post-meeting summary, including a meeting agenda, attendee location, remote-only meeting, audio/video quality and reliability, video usage, and meeting size. The model and survey results give a quantitative understanding of how and where to improve meeting effectiveness and inclusiveness and what the potential returns are. Motivated by the email survey results, we implemented a post-meeting survey into a leading computer-mediated communication (CMC) system to directly measure meeting effectiveness and inclusiveness (during COVID-19). Using initial results based on internal flighting we created a similar model of effectiveness and inclusiveness, with many of the same findings as the email survey. This shows a method of measuring and understanding these metrics which are both practical and useful in a commercial CMC system.