Perspectives
How Can We Get Off This Rabbit Trail?
by
Shirley Fine Lee
How many meetings have you been to where the meeting topics are abandoned while someone goes off on an unrelated or vaguely related subject? In the world of meeting facilitation, this time waster is often referred to as a rabbit trail because the group starts "hopping" from subject to subject and doesn't accomplish the primary objectives of the meeting. This can be very frustrating for not only the meeting leader but also attendees who came specifically for the original purpose of the meeting. So what can be done to stop the rabbit trails and return the group's focus to the meeting objectives?
Two simple tools may be used to refocus the group before a rabbit trail goes too far. One is to have a written agenda with timeframes and get agreement to that agenda at the beginning of the meeting. Then if anyone brings up a new topic, you can refer to the agenda and politely say, "At the beginning of the meeting, we had agreed to follow this agenda. I don't understand how that topic fits the agenda. Can you explain how it relates please?" Give the individual a minute to either explain or agree that it does not relate to the agenda item. If they agree it does not relate, return to your original agenda item. If it does relate, then ask the group if they want to spend more time in discussing the related item or continue the discussion in this area at another time. The group can then either revise the current agenda or defer the topic to a future meeting agenda.
Using the agenda is the best technique for stopping short "rabbit trails." However, there are times during a long discussion when it is harder to see possible rabbit trails. In this case, having a written record of what the group has accomplished thus far in the discussion can keep the group focused as well as re-focus interest back if the group seems to be going another direction. When a rabbit trail seems about to occur, refer to the visible record and say something like, "Currently we are talking about XYZ; I don't understand how your statement relates to our topic. Can you please explain how what you said relates to this topic?" Give the individual a minute to either explain or agree that it does not relate. If they agree it does not relate, then ask if it should be placed on an issues board or parking lot for discussion at another meeting. After the new topic idea is recorded or rejected, you can point to the current topic record, let the group know how much time they have left on this topic, and continue your discussion. If the new topic idea does relate, make a note of the individual's comments in the record; ask the group if they want to spend more discussion time, or if they feel that noting it in the record is enough for now. The group can then decide how to proceed to accomplish the current meeting objectives.
Using these two simple techniques should greatly reduce rabbit trails in meetings. Both techniques take practice and persistence, but after a while the group will begin to recognize when an individual may be starting a rabbit trail. The individuals may stop themselves before it goes too far, or others in the meeting may notice the potential rabbit trail and ask the practiced questions. As you learn to reduce rabbit trails, your meetings will become more productive as you accomplish more of your meeting objectives.
NOTES:
About the Author:
Shirley Fine Lee, author of "R.A!R.A! A Meeting Wizard's Approach", has worked as a training and development specialist since 1986, and an independent consultant since 2000. She has extensive experience, helping organizations with their team building, training development, meeting facilitation, presentation delivery, and other communication needs. This work involves developing productivity tools, presenting workshops, and writing. For instance, she has authored numerous training manuals and guides, on a wide variety of topics. Her programs include time management, getting organized, problem solving, and team building. Shirley has been a member of Dallas ASTD since 2000 and has served on the chapter board and various committees. Find out more about her and options she provides on her website http://www.shirleyfinelee.com