By Yancy Wright
We have reached a tipping point for companies relying primarily on online collaboration and team interaction. Advocates say it is more convenient, comfortable, and less costly than getting teams together in person but what really gets lost from reduced human interaction is trust, innovation, productivity, and engagement.
In the age of remote work, tools like Microsoft Teams, Zoom and other online collaboration platforms have become indispensable. They allow teams to connect across distances, keeping businesses running even when we can’t be together in person. However, as we have relied more heavily on these digital tools, emerging research suggests that they are undermining our ability to collaborate effectively, especially when it comes to tackling complex and nuanced problems.
How Online Collaboration Tools Fall Short
While these online video conferencing tools have been lifelines during the pandemic, they often fail to replicate the subtle, yet critical, aspects of in-person communication that make collaboration and team building successful. Non-verbal cues such as 3-dimensional (3D) body language, eye contact, and facial expressions are either lost or significantly diminished in 2-dimensional (2D) virtual settings. This loss of non-verbal communication can lead to a breakdown in understanding, particularly when teams are trying to solve complex problems or navigate controversial topics.
Additionally, virtual environments often promote a more transactional mode of communication, where the focus is on getting through the agenda rather than exploring ideas in depth. This can stifle creativity, limit the exchange of diverse perspectives, and ultimately hinder the team’s ability to reach innovative solutions.
Further research supports the hypothesis that online collaboration is inherently more challenging. A study published in Imaging Neuroscience highlights that in-person encounters engage the right-brain connections more robustly than virtual meetings, which are critical for sensing emotions and building rapport—elements essential for effective collaboration.
Moreover, extensive use of digital communication tools, including social media and video conferencing platforms, has been linked to reduced gray matter in the anterior cingulate cortex and amygdala, regions involved in emotional regulation and decision-making. This reduction can impair the ability to manage emotions and collaborate effectively, particularly in complex or stressful situations.
In addition, research on team creativity in tech companies shows that virtual environments often inhibit spontaneous idea generation and social influence, both of which are crucial for fostering innovation and effective teamwork.
The Brain Science of In-person Versus Online Collaboration
Recent brain scan research by Joy Hirsch and her team at the Yale School of Medicine sheds light on how our brains react differently in face-to-face interactions versus online environments. When people physically engage, their brains enter a state of synchronization, a phenomenon where neural activity patterns align between individuals. This synchronization can occur regardless of whether the individuals are in agreement or disagreement. It primarily involves the social and attention networks of the brain, particularly within the right hemisphere, which is associated with processing social and emotional information.
The Physiology of Brain Synchronization
Our 3D physical interaction activates areas of the brain including the prefrontal cortex, responsible for decision-making and social behavior, and the mirror neuron system, which plays a key role in understanding and mirroring the actions and emotions of others. This alignment of neural activity fosters a sense of connectedness and shared understanding, enabling smoother exchanges of ideas and a greater responsiveness to others’ perspectives, whether those perspectives are aligned or opposing. Additionally, synchronization enhances the brain’s ability to predict and respond to the behaviors of others, creating a feedback loop that further reinforces the sense of mutual engagement, whether cooperative or competitive.
This physiological response is critical for fostering collaborative dialogue and is significantly diminished in virtual environments where non-verbal cues are less perceptible, as synchronization fosters shared experiences and a sense of closeness, making it easier for individuals to trade ideas, listen actively, and even change their opinions.
However, when disagreements arise, especially in a virtual setting, our brains behave differently. Rather than syncing up from non-verbal cues, our brain activity becomes more isolated. This disconnection makes us less likely to engage in productive dialogue and more prone to an unconscious mindset driven by fear, competition, and protecting our own agendas. In essence, the very nature of virtual communication can make it difficult for people to have critical dialogue and to experience the physiological benefits of “seeing eye to eye,” both literally and figuratively.
Additional Virtual Communication Impacts on Collaboration
Minimal synchronization occurring with online meetings gets exacerbated when complex, emotionally charged discussions occur online. The absence of physical 3D presence means our brains may respond as if we are alone rather than interacting with others. This can lead to misunderstandings, withdrawing, disengaging and an overall decrease in the quality of the interaction.
Moreover, the stress of information overload, which is common in our fast-paced, tech-driven world, can further impair our ability to engage in meaningful collaboration online. According to psychologist Michael McQueen, author of Mindstuck: Mastering the Art of Changing Minds, the sheer volume of information we process just through our eyes daily can overwhelm our brains, making it harder to approach conversations with a curious and open mindset.
Online Sedentary Behavior Impairs Creativity and Collaboration
In addition to the challenges of virtual communication, prolonged sitting, common during online meetings, can also have a detrimental effect on cognitive function and, consequently, collaboration and innovation. Research has shown that excessive sitting is linked to reduced brain activity in areas critical for memory, attention, and decision-making. Specifically, sitting for long periods can lead to decreased cerebral blood flow and reduced glucose metabolism in the brain, impairing cognitive functions such as flexible thinking, self-control, and memory. These physiological changes can stifle creativity and problem-solving abilities, which are essential for effective teamwork and innovation. Moreover, studies suggest that breaking up prolonged sitting with movement can help mitigate these effects, promoting better brain function and enhancing cognitive performance. Therefore, encouraging regular movement breaks during workdays and integrating physical activity into team-building activities can be crucial for maintaining optimal brain health and fostering a more collaborative and creative work environment.
Proposing a Balanced Solution
Given these challenges, it’s clear that while online tools are necessary, they are not sufficient for fostering the deep, meaningful collaboration that many complex projects require. To overcome these barriers, organizations need to rethink how they use digital tools in their collaborative efforts and recognize the irreplaceable value of in-person, offsite team building. Integrating more opportunities for face-to-face interaction and hands-on team building activities can enhance the virtual experience by creating stronger foundations of trust, communication, and collaboration.
Bringing teams into a balance of regular in-person time with less online time has been shown to significantly enhance collaboration that results in higher levels of engagement, productivity, innovation and trust. These results are only attainable if coupled with a conscious communication strategy that emphasizes behavioral norms for collaboration. After several years of being online, people are in need of in-person team building programs that help them get in touch with their emotional intelligence so they can learn to interact and express themselves in healthier ways. For example, learning how to reveal their inner experience in a kind and productive way opens the door to a level of vulnerability the begins to strengthen the foundation of trust. Teaching these conscious communication tools in person will also enhance online interactions because team members will have already developed a 3D connection and synchronization with each other.
The Art of Listening with Openness & Curiosity Through Team Building
Facilitated team building focused on encouraging mindset of openness and curiosity, moving away from the binary mindset of right versus wrong will yield a higher level of collaboration. When brought together in person, this framework helps teams move beyond barriers so they can fully engage with the complexity of ideas and opinions, fostering a more innovative atmosphere where diverse perspectives are valued and collective problem-solving is prioritized over individual agendas.
As we continue to navigate the remote work landscape, it’s crucial to recognize the limitations of online collaboration. While they offer convenience and connectivity, they also present significant barriers to effective team collaboration and problem-solving. By understanding the science behind these challenges and prioritizing the retraining of essential communication skills like conscious listening and openness through team building, teams can develop strategies to mitigate the negative impacts and foster true collaboration, even in a digital world.
References
Sparks, S. D. (2024, August 26). Binary Thinking. The Brain Science of Outrage: What Teachers Need to Know. Education Week.
Hirsch, J., Yale School of Medicine research on brain activity and disagreement.
NeuroscienceNews.com: Research on brain engagement differences in virtual vs. in-person interactions.
Frontiers in Psychology: Studies on cognitive impairments linked to digital communication tools.
SpringerLink: Research on team creativity and innovation challenges in virtual environments.
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