As convenient as they are, video calls aren’t always the best or preferred option for everyone.
Offering the choice of an audio-only meeting can significantly improve accessibility, efficiency, and overall wellbeing for all participants involved. Here’s why allowing audio-only meetings is not just thoughtful, but sometimes essential.
1. Respects Personal Preferences and Comfort Levels
Not everyone is comfortable being on camera. Some may feel self-conscious about their appearance, while others might be in an environment where turning on their video is not practical—for example, in shared spaces or during a busy commute. Providing the option for audio-only lets participants engage in the conversation without unnecessary stress, resulting in a more comfortable and effective meeting for everyone.
For example, an employee working from home may prefer to turn off their camera due to unexpected background distractions, like a boisterous pet or an active household. When given the choice, they’re still able to fully participate without the added worry of managing their visual surroundings.
2. Reduces Technical Barriers
Video conferencing can be a strain on low bandwidth or unstable internet connections, leading to lagging audio, frozen screens, or dropped calls. Offering audio-only as an alternative minimizes these issues, ensuring smoother communication with less frustration.
This accessibility can be crucial for remote teams or individuals working in areas where high-speed internet isn’t readily available, allowing them to stay equally connected and engaged.
3. Saves Time and Energy
We’ve all experienced “Zoom fatigue” at one point or another. The pressure to remain camera-ready for long video calls can be draining, both physically and mentally. By switching to audio-only for certain meetings, participants can redirect their focus toward active listening and meaningful contribution, rather than worrying about how they appear on screen.
Additionally, audio calls eliminate the time spent setting up video backgrounds, adjusting lighting, or troubleshooting webcam issues—allowing teams to jump straight into the discussion.
4. Encourages Inclusivity and Accessibility
Offering audio-only options is an inclusive practice that accommodates a wide range of circumstances. For example:
- People with disabilities may find audio-only meetings easier to engage with compared to video, particularly if accessibility tools like screen readers or transcription services are used alongside them.
- For employees who are on the move, like commuting or traveling for business, audio-only meetings provide a flexible way to stay connected without needing a stable visual setup.
Inclusivity isn’t just an afterthought; it’s a business advantage. Empowering individuals to work in ways that suit their needs and capabilities strengthens both team morale and productivity.
5. Improves Focus and Productivity
Video meetings can sometimes lead to distractions. Participants may find themselves focusing more on their own video feeds or trying to interpret non-verbal cues, rather than actively listening to what’s being said. Audio-only meetings strip away these visual distractions, encouraging participants to truly tune into the discussion.
For teams that value efficiency, an audio call is often more conducive to staying on-topic and achieving meeting goals.
6. Promotes Work-Life Balance
Allowing audio-only meetings shows respect for employees’ personal lives and routines. If a team member needs to step away from their desk for a midday walk or prefers to take a call from a comfortable spot in their home, audio meetings make this possible.
When to Offer Audio-Only Options
While some meetings (like presentations or collaborative brainstorming sessions) are better suited for video, there are plenty of other scenarios where audio-only works just as effectively:
- One-on-one check-ins or coaching sessions
- Quick project updates or status meetings
- Customer support or sales calls
- Informal team catch-ups
By evaluating the purpose of each meeting, you can determine whether offering audio-only is viable.
The Bottom Line
Giving people the option to attend meetings with audio only isn’t just a courtesy; it’s an essential practice in creating a more productive, inclusive, and flexible workplace. By understanding and accommodating the diverse needs of your team or clients, you pave the way for stronger relationships and better communication.
Next time you set up a meeting invite, consider including “Audio Option Available” in the description. Remember, it’s not always about seeing to believe—it’s about listening to connect.
