Navigating virtual spaces: Understanding user adaptation in online meetings during the pandemic

Abstract

The sudden outbreak of the COVID-19 pandemic forced organizations worldwide to switch to remote work paradigms. This paper examines how users adapted to online meeting environments, specifically in the context of official council meetings at a Brazilian university. Transitioning from traditional in-person to virtual meeting platforms required re-evaluating participation dynamics, including how council members and the public interact in these spaces. We interviewed 19 council members who were used to participating in in-person deliberative public meetings, aiming to delve into their adaptation process, examining how individuals adjusted to the virtual meeting format and related challenges. Our findings show that online meetings broadened attendance and engagement but also introduced complexities with meeting protocols and personal attention. We discuss how participants navigated the nuances of online meeting formats, from managing technical issues to redefining public and private meeting boundaries. Our analysis suggests that user adaptation is multifaceted, encompassing the adoption of new technologies and modifications in communication strategies and meeting etiquette. Through this lens, we reflect on the essential role of user-centric approaches in designing and facilitating online meetings to enhance collaborative outcomes and mitigate the potential for breakdowns. This research contributes to a deeper understanding of the resilience and flexibility of meeting cultures in response to unforeseen global changes.