Why Virtual Meetings Cause Miscommunication (And How To Fix It)
- tomwampach
- Oct 2
- 3 min read
Since the Covid-19 pandemic of 2020, virtual meetings have become a central part in the modern workplace, bringing flexibility, new opportunities, and a revolution in how we work. But whether it's Teams, Zoom, or Slack, one thing hasn't changed: miscommunication. In fact, online meetings make it even easier to misunderstand each other.
Why Virtual Meetings Are So Popular Nowadays
It is no surprise that after 2 years of home office during the pandemic, the modern workforce has become accustomed to flexible workhours and online connections, instead of in-person ones. This shift also sparked explosive growth in the industry, as Zoom's revenue grew from just about $330 million in 2018 to over $4.6 billion in 2024 (Statistics).
And the growth isn't just financial. According to Zoom's own research, virtual meetings can help combat loneliness, encourage participation, and even support mental health. For many, remote work now feels like a permanent choice - a way to balance work and life while enjoying greater freedom.
Following the increased use of virtual platforms for daily meetings at the workplace, it is no surprise that this uproar comes with it's very own number of challenges.
Virtual Meetings Create Communication Issues
It's undeniable that there's a stark difference between face-to-face and virtual meetings when it comes to basic communication. Anyone who jumps from one online call to the next is familiar with the problems: unstable internet, blurry screens, poor microphones, people talking over each other, and endless small miscommunications.
But why exactly is it harder to communicate virtually?
One major reason is the loss of non-verbal cues. In many cultures, gestures, facial expressions, and body language carry just as much meaning as words. I've often seen this with my Italian friends, who are quick to use their hands to emphasise points, exaggerate arguments, or drive home meaning. In an online meeting, however, the tiny video frame reduces them to just a head and shoulders. That limitation strips away much of the richness of communication.
Another reason is the flow of conversation. Whether in a heated debate or a casual chat, dialogue depends on a natural back-and-forth, where each speaker builds on the other's ideas. Online, this rhythm often breaks down. Even a small internet delay on Teams or Zoom can create awkward pauses, people talking over each other, and a loss of the conversational thread.
In combination, these issues explain why virtual meetings so often feel more tiring and less effective than presential ones.
How to Fix Virtual Miscommunication
The simplest way to fix virtual miscommunication would be, well, to have more meetings onsite! While this may sound obvious, it's worth stressing: certain conversations simply require the richness of face-to-face interaction. Sensitive negotiations, complex strategy sessions, or team-building discussions benefit from the clarity, trust, and transparency that in-person settings are just more proficient at providing. So in turn, a hybrid model with key meetings held onsite and routine updates online can balance efficiency with human connection.
Beyond that, workplaces should invest in upskilling their teams. Technological literacy is uneven: younger generations grow up fluent in online platforms, while more senior staff may struggle with newer tools. Offering regular training ensures that everyone on the team can use the technology confidently, reducing errors and frustration (mostly among those who don't already know how to use the tools).
Virtual meetings also benefit from clear rules and structure. Designating a moderator to manage speaking turns, summarising key points regularly, and ensuring that minutes are shared afterward help keep the conversation aligned. This doesn't just reduce miscommunication; it creates accountability.
Other solutions are often overlooked but equally powerful. For example, technical quality matters: investing in good microphones, cameras, and stable internet should be seen as essential infrastructure, not optional extras (and be paid for by the company)! Finally, encouraging a culture of clarification where asking 'Can you repeat that?' or 'Do I understand this correctly?' is normalised, helps prevent small misunderstandings from snowballing into big mistakes.