Online Meetings & Communication When Working From Home

Why Online Meetings Can Feel Challenging

Remote communication often requires people to listen, process information, watch the screen, take notes, manage technology and decide when to speak—all at the same time.

Prepare Before the Meeting

A few small preparation steps can reduce uncertainty and help you feel more confident before an online meeting begins.

• Check the meeting date, time and expected length.
• Ask for an agenda or list of discussion topics.
• Test the meeting link, camera and microphone.
• Open any documents you may need.
• Write down questions or points you want to raise.
• Keep a notebook or digital notes page ready.
• Set a reminder before the meeting starts.
• Prepare water, headphones or sensory supports.

Create a Supportive Meeting Environment

Your surroundings can affect how easy it is to listen, process and communicate. You do not need a perfect office—just a space that supports you as much as possible.

Use the Communication Method That Fits the Task

Not every conversation needs to happen through a video meeting. Different communication methods can be useful for different situations.

Communicating During the Meeting

Helpful Phrases You Can Use

Managing Anxiety, Overload and Meeting Fatigue

Online meetings can use a great deal of mental and emotional energy. Planning for recovery is just as important as preparing for the meeting itself.

• Turn off self-view if seeing yourself is distracting.
• Use camera-off options where appropriate.
• Keep a calming object or sensory tool nearby.
• Use grounding or breathing strategies before the meeting.
• Schedule short breaks between video calls.
• Avoid booking demanding tasks immediately afterward.
• Step away from the screen after a long meeting.
• Allow time to process the conversation before responding further.

Accessibility and Workplace Adjustments

Reasonable communication adjustments can make online meetings more accessible, productive and inclusive.

Online Meetings with ADHD & Executive Function Challenges

ADHD and executive-function differences can affect attention, working memory, time awareness, task switching and follow-up.

• Set more than one reminder before the meeting.
• Keep the meeting link in your calendar event.
• Use a simple notes template with headings.
• Write down action points as soon as they are assigned.
• Use visual timers during long meetings.
• Close unrelated tabs and silence notifications.
• Add follow-up tasks to your calendar before leaving the meeting.
• Request written instructions for complex tasks.

Online Meetings and Autistic Communication

Autistic people may experience differences in social timing, sensory processing, interpreting indirect language and responding under pressure.

• Ask for direct and specific communication.
• Request one person to speak at a time.
• Use written chat when verbal communication is difficult.
• Ask for advance notice if you will need to speak.
• Request clear questions rather than broad or vague prompts.
• Turn off self-view or video where appropriate.
• Ask for decisions and expectations to be confirmed in writing.
• Allow recovery time after socially demanding meetings.

After the Meeting

A simple follow-up routine can prevent important information from being forgotten.

• Review your notes while the meeting is still fresh.
• Highlight your tasks and responsibilities.
• Add deadlines to your calendar or task system.
• Save meeting files in the correct digital folder.
• Send a clarification email where needed.
• Check that you understand the next steps.
• Schedule any required follow-up meeting.
• Take time to rest and reset afterward.