How can we get off this rabbit trail?

How can we get off this rabbit trail?

How many meetings have you been in where meeting topics are dropped while someone brings up an unrelated or vaguely related topic? In the world of meeting facilitation, this time wasted on unrelated topics is often referred to as a rabbit trail because the group begins to wait from topic to topic and fails to accomplish the main goals of the meeting. This can be very frustrating not only for the meeting leader, but also for many of the attendees who came specifically for the original purpose of the meeting. For effective meetings, you need all of your bunnies lined up at each meeting. So what can be done to stop the rabbit trails and get the group focused again on the goals of the meeting?

There are two simple tools that can be used to refocus the group before the rabbit’s trail goes too far. One is to have a written agenda with deadlines and get everyone’s agreement on that agenda at the beginning of the meeting. Once everyone has agreed on the agenda, the meeting proceeds following the agenda. Then, if someone tries to bring up a new topic, you can use the technique of pointing to the agenda and politely asking, “At the beginning of the meeting, we had agreed to follow this agenda. I don’t see how what you just said fits with these topics. Can you explain how it relates to me?” Give the person a minute to explain how it does or does not relate to the agenda item. If they agree that it doesn’t relate, you can go back to your original agenda item. If related, ask the group if they want to spend more time discussing the related topic or if they want to make a note to continue the discussion in this area at another time. The group will then make a decision that can be used to revise the current agenda or plan part of an agenda at a future meeting.

Using the agenda is the best technique to stop short trails of rabbits from following the agreed meeting agenda. However, there are times during a long discussion in meetings that make it more difficult to see potential rabbit trails. In this case, having a great written record of what the group has accomplished so far in the discussion can help keep the group focused and can be used to regain interest if the group seems to be going in another direction.

When what may be a rabbit trail appears to occur, point to the visible record and ask something like “We’re currently talking about topic XYZ, I don’t understand how what you just said relates to our topic. Can you explain how what?” ” What did you say relates to this topic?” Give the person a minute to explain how it relates or agree that it does not relate to the current topic. If they agree it does not, then ask if it should be placed on a issues or in a parking lot for discussion at another meeting.After recording or rejecting the new topic idea, you can point to the current topic record, let the group know how much time they have left for this topic, and then continue the discussion process. If the new topic idea is related, then make a note of the person’s comments on the log, ask the group if they want to spend more time discussing the relationship, or if they feel writing it on the log is enough for now. The group will make a decision that can be used to continue the discussion in the direction necessary to achieve the current objectives of the meeting.

Using these two simple tools and techniques should greatly reduce rabbit trails at gatherings. The techniques will take practice and persistence, but after a while the group will get to where, even individually, they will recognize when they may be starting a rabbit trail. Individuals can then stop before starting or others in the meeting can spot the rabbit’s trail before it goes too far and ask the practiced questions. As you learn to reduce rabbit trails, your meetings will become more productive and you will see your goals accomplished.

GRADES:

1. Portions of this article were adapted from suggestions in the book “RA!RA! A Meeting Wizard’s Approach.”

2. For a fun meeting assistant look at using the scheduling tool, watch the YouTube video “How to Stop Rabbit Trails in Meetings.”

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