Everyday challenges of virtual meetings

Challenges of Virtual Meetings

Why online meetings aren’t always as easy as they seem

While virtual meetings have brought many benefits - flexibility, accessibility, and reduced travel - they’re not without their challenges. Some issues, like poor internet connections or home distractions, are outside of the attendee’s control. Two of the most common and disruptive challenges are:

• A lack of non-verbal cues

• Background noise

Missing Non-Verbal Cues

Humans naturally rely on facial expressions, gestures, posture, and tone to interpret meaning and build rapport. In a virtual setting, most of these cues are minimised or lost entirely.

While video conferencing tools like Zoom and Microsoft Teams offer face-to-face communication, the nuance of in-person interaction is often missing. Misunderstandings can occur more easily, and it becomes harder to “read the room” or pick up on group dynamics.

This is a limitation that no current e-meeting software can fully overcome. Simply put: nothing beats a focused, in-person discussion around a boardroom table.

Background Noise

Remote work brings with it new ambient sounds: barking dogs, children at play, doorbells, neighbours, and traffic. While some background noise can be managed, most online meetings are subject to unwanted interruptions.

Reducing Background Noise

There are two main ways to tackle this issue:

1. Noise Reduction Software

AI-based noise filtering software can help eliminate distractions in real time by identifying and removing non-vocal sounds from the audio stream. This is no easy feat - it requires sophisticated algorithms to distinguish between the speaker’s voice and surrounding noise without creating lag or distorting speech.

One popular option is Krisp (https://krisp.ai/) available for both Windows and Mac. It offers:

• Real-time background noise removal

• Free tier with 240 minutes/week

• Premium plan (~$5/month) for unlimited use

Some video conferencing platforms now include built-in noise suppression, although results can vary between tools and environments.

2. Practical Measures

Simple habits can also go a long way in reducing noise:

• Mute your mic when not speaking

• Use a quality headset or microphone

• Move to a quieter part of the home or office

• Ask cohabitants to minimise disruptions during meetings

• Check for noisy hardware (e.g. laptop fans)

Final Thought

Virtual meetings aren’t going away - but with the right combination of software and practical measures, you can minimise distractions and communicate more clearly. Encouraging team members to be mindful of their environment and providing tools like noise-cancellation apps can go a long way toward creating more professional and productive meetings.

Download the free whitepaper here.

[Updated: May 2025]