4 Remote Work Truths That Turn 'Bricked Calendars' into Real Collaboration

According to Atlassian, 78% of knowledge workers say they’re in so many meetings they can’t finish their actual work.

Over half work overtime just to catch up, and 76% feel drained on high-meeting days.

But what if meetings aren’t the problem — presence with remote work is?

In Episode 94 of the DesignRush Podcast, Erik Braund, Founder & CEO of Katmai Tech, explains why rigid video calls fragment collaboration.

Plus, he discusses how virtual spaces designed for presence, not avatars or overcomplicated software, can support informal collaboration, visibility, and real connection.

Listen to the full episode now on Spotify or YouTube to explore how teams can shift from scheduled meetings to real-time conversations.

Episode Chapter Summary

• 00:08 – Erik’s Background: AV production for brands like Sting, NYT, and Morgan Stanley
• 06:20 – Why "virtual headquarters" matter and how people-centered design improves team flow
• 13:24 – Spontaneous insights beat scheduled meetings: "bug you for two minutes" moments
• 18:06 – Why replicating a physical office in 3D adds friction instead of reducing it
• 45:00 – Introduction of simple tools for external access and fast meeting entry

4 Shifts to Move Beyond the Bricked Calendar

Here's how teams working virtually can build momentum, not just hold meetings.

These four truths unpack the practical ways leaders can turn fragmented collaboration into something more connected — and transform the future of their remote work setup.

1. Mistake: Scheduling Instead of Co‑Presence

"Your calendar is bricked — whether you’re at home or in the office. That’s not a productivity problem, that’s a culture problem," Erik explains.

Many teams mistake structure for efficiency.

Real-time access enables faster, more natural decisions.

For example, one Katmai customer replaced a recurring 30-minute team meeting with a five-minute hallway-style chat, leading to faster decision-making and fewer delays.

"Moments of inspiration and problem solving don’t happen in the meeting… 60 seconds after everyone has dispersed," Erik says.

Checklist: Reclaim Time from Over-Scheduling

• Audit recurring meetings every 30 days
• Replace status updates with shared docs or async video
• Set weekly “open presence” hours for informal collaboration

2. Sign: Digital 'Place' Fosters Memory & Belonging

"Humans need place. We remember conversations because of place — the light, the energy, the room. Zoom took that away," Erik explains.

Place helps people feel grounded and connected.

Flexible layouts and real-time presence create shared context.

Cognitive science shows that associating memories with physical or spatial context boosts recall — a concept Katmai leverages through environmental design.

"Needing eyes on people all day is a culture problem, not a productivity one," Erik says.

“We learned that building a replica of your physical office in 3D isn’t immersive — it’s just heavy."

Virtual Space Design Tips

• Add ambient visual elements like light and motion to stimulate memory
• Use open layouts to encourage visibility and movement
• Ensure everyone can see who’s present and reachable

3. Framework: The Digital 'Third Place'

Ray Oldenburg, an American urban sociologist, famously described the “third place” as a space beyond home and work.

In digital work, teams need a version of this for informal, real-time connection.

Erik notes that branded digital experiences can also create this type of space.

Unlike Slack or Zoom, which are mostly message-based or meeting-based, these spaces are designed for unscheduled, presence-driven interaction, mirroring how people naturally collaborate.

Even companies that publicly push for return-to-office are quietly testing presence-based tools, Erik explains, proving that scale and flexibility aren't mutually exclusive.

Steps to Create a Digital Third Place

• Designate casual hangout zones in your platform

• Create “no-agenda” spaces for informal team time

• Encourage spontaneous conversations as a normal part of daily team activity

4. Step: Reduce Friction for Fast Collaboration

Collaboration tools must be easy to access.

Erik highlights the need for instant entry without tech hurdles.

One common friction point is when clients or new users must download software just to join a call — adding delay and creating unnecessary resistance.

"You shouldn’t need a headset to feel connected at work," Erik says. "Presence shouldn’t be pixelated."

"We circumvented the need to explain how to use a virtual headquarters. That has been a massive game changer," Erik adds.

Ways to Reduce Meeting Friction

• Share direct links to virtual spaces in calendar invites
• Use one-click, browser-native tools with no downloads required
• Avoid requiring registration or setup for guests

About Erik Braund

Erik Braund is the Founder and CEO of Katmai Tech as well as a workplace design innovator. He focuses on bringing spontaneity and presence back to remote work. With a background in AV production for brands like Sting, The New York Times, and Morgan Stanley, he applies creative and technical expertise to building collaborative environments that feel natural and human.

Why Virtual Places, Not Conferences, Are the Future

The future of remote work is about smarter interaction, rather than more video calls.

Shared digital space and flexible participation help teams stay aligned and connected.

For founders, ops leads, and distributed teams seeking to break free from rigid calendars and video fatigue.

It’s time to rethink what connection looks like in the browser.

Watch on YouTube or listen on Spotify.

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