Research Proves Your Brain Needs Breaks

New Options Help You Carve Out Downtime Between Meetings.

“In our latest study of brain wave activity, researchers confirmed what many people sense from experience: Back-to-back virtual meetings are stressful.”

For many people, back-to-back video meetings are a hallmark of the pandemic era. One conversation ends, another begins, and too often there’s no chance to stretch, pour a glass of water, or just clear your head.

In our latest study of brain wave activity, researchers confirmed what many people sense from experience: Back-to-back virtual meetings are stressful. But the research also points to a simple remedy—short breaks.

“Our research shows breaks are important, not just to make us less exhausted by the end of the day, but to actually improve our ability to focus and engage while in those meetings,” says Michael Bohan, senior director of Microsoft’s Human Factors Engineering group, who oversaw the project.

Settings in Microsoft Outlook make it easier and automatic to carve out these essential breaks between back-to-backs—and because we know that one size does not fit all, companies have two options. Individuals can set scheduling defaults that automatically shorten meetings they schedule. And now customers have the ability to set organization-wide scheduling defaults that shorten meetings and create space for breaks for everyone at the company.

“The back-to-back meetings that have become the norm over the last 12 months just aren't sustainable,” says Jared Spataro, CVP, Microsoft 365. “Outlook and Microsoft Teams are used by millions of people around the world, and this small change can help customers develop new cultural norms and improve wellbeing for everyone.”

“In today’s world of remote and hybrid work, it’s not sufficient to only encourage self-care. We need to innovate and leverage technology to help employees operationalize much-needed breaks into their daily routines.”

Here at Microsoft, because we have many employees in different functions around the world, we’re encouraging individuals to turn on the setting if it works for them and their team. And as we shift into hybrid work, we’ll continue to learn and look for ways to improve the way we work together in this new, more digital world.

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The case for breaks: what the research says

As the pandemic upended routines and heightened the digital intensity of workdays, hundreds of researchers across Microsoft came together to study how work is changing, amassing one of the world's largest bodies of research on the subject.

Our most recent study builds on that work. Microsoft’s Human Factors Lab sought to find a solution for meeting fatigue—a pressing concern in our new era of remote and hybrid work. Researchers from the lab, which examines how humans interact with technology, asked 14 people to take part in video meetings while wearing electroencephalogram (EEG) equipment—a cap to monitor the electrical activity in their brains.

The 14 volunteers each participated in two different sessions of meetings. On one day they attended stretches of four half-hour meetings back-to-back, with each call devoted to different tasks—designing an office layout, for example, or creating a marketing plan. On another day, the four half-hour meetings were interspersed with 10-minute breaks. Instead of hurriedly jumping from one meeting to the next, participants meditated with the Headspace app during the breaks.

To ensure clean data, all the participants taking breaks were assigned the same downtime activity—in this case meditation—so the results would be comparable. The sessions took place on two consecutive Mondays; some participants started with back-to-backs while the others had breaks between meetings, and the next week they switched. We also had additional people join meetings with the research subjects to simulate a typical day interacting with various teams.

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