INACTIVITY ALARM IN ONLINE MEETINGS

Chiara hears more and more often that long online meetings result in people sitting in front of their screens for hours. Thanks to contact restrictions, entire meeting marathons take place without anyone moving even a millimeter from the spot. But this is not only tiring, it also damages the musculoskeletal system and metabolism. How can movement be integrated into a working day dominated by Zoom, Skype, Teams & Co. without work falling by the wayside?

Spontaneously, the first thing that comes to mind is: Dress appropriately! After months in the home office, the “business upstairs – pajamas/sweatpants downstairs” style has become the norm in many places. But of course, that’s the least of the challenges. The key question is how to establish regular stand-up or exercise as a routine during and between online meetings. The important thing for acceptance here is that workflows are not disrupted by standing and moving phases, but rather encouraged. In addition, such relaxing activities can also create a feeling of social closeness in the virtual space and promote a good atmosphere in the team.

For this purpose, we have collected ideas for movement impulses that are suitable for online meetings in Barcamp Rhein-Neckar 2020 (#bcrn20), among others.

One of the simplest measures is a break policy that makes it possible to stand up briefly between two meetings, go to the toilet, or simply stretch for a while. Therefore, meetings should not be scheduled for a full hour, as is often the case, but for 50 minutes. Experience has shown that the “lost” minutes can be made up by allowing employees to take a short break from their screens during the break, to recover, to get in the mood for the next meeting, and to be more mentally present there.

Planning movement impulses for online meetings

Movement in an online meeting? This must be communicated in advance. Here it makes sense to mention the advantages of a moving way of working (well-being, avoidance of fatigue/”energizer”, innovation, team and fun character, reduction of health risks of sedentary behavior).

In addition, the webcam policy should be mentioned in this regard: In moving formats, perfection is not expected in front of the camera and when performing movement sessions, the camera can be turned off.

Also in advance, information can be provided about possibilities for improvised standing workstations, if the participants do not already have the appropriate equipment such as sit-stand desks and/or standing desks. Suitable makeshift standing workstations include a beverage crate placed on a table, an ironing board, sideboards, and shelves on which the laptop can be used at standing height. Setting a virtual background can provide the necessary privacy in the home office when changing locations.

Individual movement impulse ideas can be selected from the following list, or several in the case of longer events to suit the context. In general, the movement impulses should run like a thread through meetings/events without an “overload” of movement methods.

Important: Depending on the structure of the participants, inclusion aspects and a sensitive approach to movement restrictions should be considered and taken into account in the selection of methods and communication. Participation in standing and movement phases should always be voluntary. It represents an extension of the available choices. Where previously there was a “sitting obligation” or at least a perceived sitting norm, there is now a choice between sitting and standing/moving.

Movement impulses for online meetings

Movement trigger

At the beginning of the event, certain words or images are defined as movement triggers at which all participants are to stand up. As soon as the word/image appears on a presentation slide, everyone stands up and stretches. This can be incorporated very well into PowerPoint presentations, e.g. with the pre-communicated note, “Whenever you see XY on one of the slides, stand up for a moment.” This can also be used humorously about the presenter’s own speaking habits, e.g., “Anyone who knows me knows that I often say quasi. Let’s use that now and I’ll ask you to stand up whenever I say quasi.” Alternatively, direct movement cues (e.g., “We’re going to stand up,” “Walk on the spot for 2 minutes,” “We’re going to stretch extensively and circle our shoulders”) can be included in the presentation slides.

Breakout sessions while standing/“walking“ into the breakout session

The transition into this phase of work will be moderated accordingly. Participants should stand up and literally “walk into” the session. Once there, they can stand or sit as they feel comfortable.

Moving mental journey

The mental journey can either be prepared and narrated by the facilitator or be designed as a continuous narrative impulse by the participants themselves (person A starts with the first sentence, person B adds, etc.). Here, for example, ways suitable for the situation can be described, which are then “walked” together on the spot in front of the PC camera.

Example: “Let’s imagine we are on the way to the new building (walking on the spot). It starts to rain (tap arms from top to bottom with fingers). At the technology park, there is the bus we want to catch (fast running on the spot), but it drives away right in front of us (shake out arms). Well, then we just keep running (walking). Arrived at the new building, the elevator has failed. We take the stairs, go to the third floor (stair climbing on the spot) and arrive just in time. Relieved, we take a deep breath (breathing deeply into our stomachs) and stretch once. Then, pleasantly warmed up, we sink down on our chair”.

On the one hand, the movement story requires good preparation, but on the other hand, it offers the possibility to transport or repeat contents, to create a shared experience, to stimulate the imagination, and to promote identification with the respective context.

I-pack-my-case dance

Play music. The first person starts with a dance movement and nominates another person. This person must first repeat the movement of person 1 and then add one of their own. Then person 3 is nominated and so on until a longer sequence of movements has been created.

Stand-up phase

For certain content-related agenda items/teaching phases, etc., a stand-up phase can be incorporated and established as a routine. This is particularly useful if several people are to briefly present a result, project progress, insight, etc. one after the other.

Walking meeting

Phone calls and 1:1 video talks can be held while walking using a smartphone. Advance notice should include reference to a suitable (safe, little traffic, little noise) walking route. For safety reasons, it is recommended to listen to the transmission in one ear only, so that ambient noise can still be perceived.

Break reminder

Short meeting/work intervals should be scheduled for meetings. There can be a standing/moving phase between the individual content sections. The use of a timer is also suitable for this. This can remind people to take a break every 30 minutes.

Standing representative

At the beginning of the meeting/event, it is briefly explained that prolonged sitting is tiring and hazardous to health. Accordingly, the facilitator asks for one or two volunteers to take on the role of standing/moving representatives, who will regularly give a signal to stand up, monitor compliance with break times, etc.

Fire Water Storm

This game, familiar from childhood, can be instructed via public chat. Participants are instructed to stand up and briefly position themselves to the left of the computer for “fire,” stand up and briefly position themselves to the right of the computer for “storm,” and dive down below the camera for “water.” The command can be sent as a symbol/emoji or as a word via chat.

Strike-a-pose team photo

The participants walk on the spot, this can be accompanied by music. When the music stops or a signal sounds, each participant strikes a pose. The facilitator can take a screenshot that can be sent to the participants afterward as a funny reminder of the event.

Caution: Before taking a screenshot, the consent of the participants must be obtained and they must be given the option of not being in the picture (e.g. by turning off the camera). You must also ask the participants whether they agree to the screenshot subsequently being sent to the group.

Strike-a-Pose-Teamfoto

The participants walk on the spot, this can be accompanied by music. When the music stops or a signal sounds, each participant strikes a pose. The facilitator can take a screenshot that can be sent to the participants afterward as a funny reminder of the event.

Caution: Before taking a screenshot, the consent of the participants must be obtained and they must be given the option of not being in the picture (e.g. by turning off the camera). You must also ask the participants whether they agree to the screenshot subsequently being sent to the group.

Movement wheel of fortune

At www.wheeldecide.com a wheel of fortune can be created individually, in which movement exercises are integrated. The moderator can turn the wheel at certain times via screen sharing and then everyone performs the indicated exercise together. Alternatively, particularly good-spoken contributions can be rewarded by being allowed to spin the wheel of fortune, or the movement representatives can ensure that the wheel of fortune is used regularly.

Standing ovation

A simple way to combine recognition with movement. Here, the facilitator announces that each presentation will be rewarded with a standing ovation from the participants.

Getting ready to work

The facilitator asks the team members about their current mood. The current state of mind should be expressed by a gesture/body posture and, if necessary, commented on briefly (!).

Color play “Touch Blue” and “Online Fitness Check“

The methods of Caspar Siebel described under the links can be found here charmingly described and illustrated:

What I see when I look out the window

Suitable for check-in. Participants can show the view out of their window via webcam (get up with the laptop and go there). To avoid tripping hazards, the charging cable should be removed beforehand.

Moving while listening

Information meetings where participants only have to listen attentively and occasionally take notes can be followed with the screen off and combined with movement (e.g. walking around, a few knee bends, stretching exercises…).

Walk, listen & learn

Inputs for the team can also be recorded and made available as a podcast. This can be listened to during a walk, for example. Advantage: The podcast can be listened to at an individually suitable time and played back as often as desired. A deadline can be set for listening to the podcast (please listen by… Contents/questions about the contents will be discussed together on …).

Fresh air, fresh ideas

If it starts to get stuffy in your own office or home office, the rest of the team will probably feel the same way. A request for a “joint” short burst of ventilation provides an impulse for movement and fresh air.


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Chiara Dold

Chiara bringt Bewegung ins Büro: Sie entwickelt ein webbasiertes Toolkit, das Unternehmen dabei unterstützt, leichte körperliche Aktivität in den Arbeitsalltag zu integrieren. Zu Chiaras Projektseite und dem Projekt Kopfstehen