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How can you redirect an off-topic group to stay on task?

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As a facilitator, you may encounter situations where your group goes off-topic and loses focus on the task at hand. This can be frustrating and counterproductive, especially if you have a tight deadline or a specific goal to achieve. How can you redirect an off-topic group to stay on task without being rude or authoritarian? Here are some tips to help you manage the situation effectively.

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Cathy Pumphrey

Retired Informatics Clinician, Facilitator and Mentor
Augusto Cuginotti

Data & Participation for Cultural Change | Cultural Transformation Consultant | Learning Host

1 Recognize the signs

If you notice that a group conversation is drifting away from the task, it's time to intervene and redirect it. Signs that indicate this could include talking about personal or unrelated matters, repeating the same points without making progress, being silent or disengaged, and arguing or criticizing each other. Recognizing these signs is the first step to getting the group back on task.

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Cathy Pumphrey

Retired Informatics Clinician, Facilitator and Mentor
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I’ve found it helpful to say something like- so you started in this direction and now it seems to be here (can give specifics). Does the group want to change direction ? Or those are all great points, let’s keep track of them and get back to our main objective today.

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2 Use a gentle reminder

The second step to redirect an off-topic group is to use a gentle reminder that acknowledges the value of the group's input, but also emphasizes the importance of the task. For example, you can say:

- "I appreciate your enthusiasm and passion for this topic, but we need to focus on the task we have at hand. Can we please get back to it?"

- "I understand that this is an interesting and relevant issue, but we have a limited time and a specific goal to achieve. Can we please stick to the agenda?"

- "I respect your opinions and perspectives, but we are here to work on a common task. Can we please avoid personal attacks and focus on the problem?"

- "I see that you are tired and bored, but we still have some work to do. Can we please re-engage and finish the task?"

Using a gentle reminder can help you redirect an off-topic group without being confrontational or dismissive. It can also help you maintain a positive and respectful tone, and encourage the group to cooperate and collaborate.

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Augusto Cuginotti

Data & Participation for Cultural Change | Cultural Transformation Consultant | Learning Host
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I don’t like those, especially the structure “This is my almighty judgement, BUT let me ask you to cooperate”. Instead, state the facts: “We are talking about this now. What do you want to do?”. If you want to make an observation, talk about your own emotions: “I’m feeling confused/tired/etc” or a hypothesis to the group: “It looks like people are tired. How are you feeling?” If you decide to say things like “I see that you are tired and bored”, please use a ?? helmet.

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3 Ask a focused question

A focused question can be a great tool for redirecting an off-topic group, as it can help clarify the purpose and scope of the task, challenge the group to think critically and creatively, involve them in the decision-making process, and motivate them to complete it. Examples of focused questions include “What is the main problem we are trying to solve, and why is it important?”, “What are some possible solutions we can explore, and what are their pros and cons?”, “How can we test or evaluate our solutions, and what criteria should we use?”, and “What are the next steps we need to take, and who is responsible for what?” Asking a focused question can help you redirect an off-topic group by engaging them in meaningful discussion, facilitate their learning and problem-solving process, and ensure that the task is completed successfully.

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Augusto Cuginotti

Data & Participation for Cultural Change | Cultural Transformation Consultant | Learning Host
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That’s a better one. This type of question is especially powerful after the group had the chance to explore understandings about a topic and worked on possibilities. At this time, these type of questions can support convergence and a first step to closure. Look online for the “diamond of participation”, similar to the double diamond ?? used in design thinking and other processes. The tip from divergence to convergence can do with a focused question.

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4 Use a timer or a signal

The fourth step to redirect an off-topic group is to use a timer or a signal that indicates the time limit or the end of the task. This can help manage the time and pace, create a sense of urgency and accountability, signal a transition or a change, and provide feedback or recognition. Examples of timers or signals include clocks, stopwatches, alarms, bells, whistles, claps, verbal cues such as "five minutes left" or "time's up", and visual cues like flip charts, slides, or hand gestures. Utilizing these tools can provide the group with a clear and consistent framework and feedback while maintaining the structure and flow of the task. Furthermore, it can ensure that the group meets the deadline or goal.

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5 Reinforce the ground rules

The fifth step to redirect an off-topic group is to reinforce the ground rules that define the expectations and norms of the group's behavior and interaction. These ground rules can establish a common understanding and agreement, create a safe and supportive environment, promote effective communication and collaboration, and address any issues or challenges constructively. Examples of ground rules include staying focused on the task and agenda, listening actively and respectfully, sharing thoughts and feelings, seeking clarification and feedback, respecting the time and roles, and following instructions or guidelines. By reinforcing the ground rules, you remind the group of their responsibilities and commitments while maintaining the quality of their work. This will also ensure that the group follows best practices when it comes to facilitation.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dario Bentivegna

Retail Training Specialist
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I usually keep in my mind the 'Appreciative Enquiry' technique to assess and re-direct an off-topic observation or discussion. I let the individual/group express it fully so I can understand what they are talking about and possibly ask some question to understand why they are talking about that. I then make the person/group to reflect if what they are talking about it's actually: - a productive way of finding a solution. - something within their control to change. - somehow connected to the objectives of the session. Most of the time their answer in 'no' and the group realises that they have gone off topic. I express that I understand how their concerns are valid and impact their work and encourage the group to move on.

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How can you redirect an off-topic group to stay on task?

1

2

3

4

5

6

1 Recognize the signs

2 Use a gentle reminder

3 Ask a focused question

4 Use a timer or a signal

5 Reinforce the ground rules

6 Here’s what else to consider

Facilitation

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How can you redirect an off-topic group to stay on task?

1

2

3

4

5

6

1 Recognize the signs

2 Use a gentle reminder

3 Ask a focused question

4 Use a timer or a signal

5 Reinforce the ground rules

6 Here’s what else to consider

Facilitation

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