4 Distractions that Derail Meetings - and How to Handle Them
We've all been in those meetings where discussions go awry, attention wanders, and everyone leaves wondering what was accomplished.
These disruptive behaviors can be categorized using the acronym GAAS.
Let's explore these GAAS behaviors and how to manage them effectively.
1. Gravity Problems:
Meetings can turn unproductive when team members get sucked into discussing issues that are essentially unsolvable at the team level.
These "gravity problems" divert time, mental energy, and motivation from solvable issues, leading to frustration.
For instance, tackling company culture and leadership support issues during a product launch discussion is like trying to defy gravity.
To keep meetings on track, focus on what's solvable.
2. Assumption Overload:
Meetings can be derailed by excessive or unverified assumptions.
Overreliance on assumptions can lead to decisions based on incomplete or inaccurate information.
Assumptions can also creep into team dynamics, fostering mistrust and suspicion.
Addressing assumptions, both about issues and team members, is essential for efficient collaboration.
3. Annoying Negative Thoughts (ANTs):
Cognitive distortions, or what we term "annoying negative thoughts" (ANTs), can disrupt meetings.
These unproductive thinking patterns include all-or-nothing thinking, overgeneralization, catastrophizing, and emotional reasoning.
They can hamper problem-solving and shift the focus away from constructive discussions.
Recognizing and addressing these ANTs is crucial for productive meetings.
4. Squirrel Chasing:
In some meetings, team members struggle to stay focused on the meeting's purpose, introducing unrelated tangents or "squirrels."
While these tangents may be relevant to ongoing work, they distract from the meeting's primary goal.
To avoid chasing squirrels, it's crucial to stay focused on the meeting's agenda.
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Preventing Meeting Derailers:
Effective meetings start with careful preparation and planning.
Prioritize two key elements to prevent GAAS behaviors: Focus and Clarity.
1. Enhance Meeting Focus:
Determine the primary objective of the meeting, be it decision-making, brainstorming, alignment, or something else.
Reframe goals as inquiry-driven statements to encourage proactive thinking before the meeting.
Invite only team members with direct relevance to the meeting's objective.
2. Communicate with Clarity:
Clearly communicate the meeting's importance, relevance to attendees, and their expected involvement.
Avoid jargon or overly technical terms, ensuring that the message is easy to understand.
Handling Meeting Derailers:
Introduce your team to the concept of GAAS behaviors.
Encourage the use of behavior names like "gravity problem" or "squirrel" to recognize and address these behaviors.
Inject humor to create a comfortable, positive meeting environment.
By proactively managing these behaviors and maintaining a clear, focused agenda, you can lead meetings that are productive and enjoyable.
Meeting efficiency starts with good planning and a commitment to addressing derailers promptly and positively.
That's a wrap.
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