Background
Meetings are important for organisational functioning and the co-ordination of people, tasks and processes, and an everyday reality of organisational life. As mobile communication technology, such as smart phones, tablets and laptops gets smaller and more powerful, these devices have become more pervasive in every aspect of personal and work life. Increasingly, organisations allow mobile devices to be used during meetings in an effort to be more efficient and save time. However, for a meeting to achieve the desired meeting outcomes, those that participate in the meeting need be actively engaged and focused. It is widely accepted though that mobile communication technology is distracting and can easily draw away one’s focus. This begs the question then as to whether employees should in fact be able to use mobile devices in meetings, or not.
Rationale for the research study
Research into the effect of mobile communication technology as a source of digital distraction on meeting performance, given individual differences in cognitive processing, is limited. Moreover, no experimental studies could be found that have investigated these relationships. It is hoped that the results of the present study will address the gap that was identified in the literature, as well as provide a useful practical contribution for organisations. The findings of the present study may further be used to inform organisation policy and practice concerning the use of mobile communication technology in meetings.
Aim of the research study
The aim of the present study was to investigate if the presence of digital distraction in meetings, i.e. the presence of mobile communication technology or mobile devices significantly negatively influences selected cognitive processes (i.e. cognitive load and attention conflict) and ultimately meeting performance (assessed as the time it takes to make a decision; as well as the number and quality of decisions made).
Research design and method
A two-group post-test only, quasi-experimental research method was utilised to investigate the causal effect of the presence of digital distraction on selected aspects of cognitive processing and meeting performance. For an experiment to be valid, no systematic bias should exist in the comparison groups before the manipulation or intervention, otherwise, one would not be able to deduce that any difference that is observed after the manipulation or intervention was due to the manipulation or intervention. Therefore, to ensure that two equivalent treatment groups were available, individuals were randomly assigned to two meetings. The composition of the two groups was then assessed using the demographic variables that were collected and were not found to be significantly different from one another. The average level concentration performance or attentiveness was also measured and not found to be significantly different. This suggests that the average level of distractibility was the same for the two groups. Two equivalent meetings were held with only the availability of mobile communication technology being different between the meetings (i.e. mobile devices were present and used during the meeting or not). After the meetings were concluded, respondents were asked to complete an online questionnaire that consisted of closed- and openended questions designed to measure the concentration performance, cognitive load and attention conflict constructs. Meeting performance was further evaluated by two independent subject matter experts using a decision-rating scale.
Sampling and sample
As meetings in organisations was the focus, the study targeted employed individuals, a convenient sample of employees were obtained (n=15) that were randomly assigned to one of two participant groups in two separate meetings.
Results
The inferential data analyses revealed that cognitive load and attention conflict were both statistically significantly higher in the meeting in which the use of mobile devices were available and used, compared to the meeting in which mobile devices were not present. Moreover, it was found that meeting performance was lower in the meetingwhere mobile communication technology was present. The members of the two meetings made a similar number of decisions, which the independent assessors rated as being of similar quality, however, the group in which mobile communication technology was available took 30 per cent longer (120 versus 90 mins) to come to a similar outcome.
Findings
The results of the present research study suggest that the presence of digital distraction placed significant (additional) demands on the cognitive processing of individuals, who in meetings are required to fulfil cognitive decision-making tasks. As a direct or indirect result, the presence of digital distractions had a marked negative impact on meeting performance and productivity. Based on the findings, it is argued that restricting digital distractions in meetings can greatly reduce the time spent in meetings, while still achieving desired meetings outcomes. Meetings are essential to effective organisational management and coordination but are also resource intensive with managers spending substantial amounts of their available work time in meetings. Organisations operating in resource constrained environments need to be increasingly efficient in their use of scarce resources and, arguably, time is the most precious resource of all.
Managerial Implications
Based on the findings of the present study, it is recommended that unless mobile communication devices are required to achieve meeting outcomes, managers should declare meetings as technology free zones. Doing so may lead to shorter more productive meetings giving those that often attend meetings more time to attend to other matters.
| Identifer | oai:union.ndltd.org:netd.ac.za/oai:union.ndltd.org:uct/oai:localhost:11427/31622 |
| Date | 17 March 2020 |
| Creators | Malan, Jacob Jacobus |
| Contributors | Schlechter, Anton F |
| Publisher | Faculty of Commerce, Organisational Psychology |
| Source Sets | South African National ETD Portal |
| Language | English |
| Detected Language | English |
| Type | Masters Thesis, Masters, MPhil |
| Format | application/pdf |
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