How can we get off this rabbit trail?
How many meetings have you been to where meeting topics are dropped while someone talks about an unrelated or vaguely related topic? In the world of meeting facilitation, this waste of time on unrelated topics is often known as a rabbit trail because the group begins to wait from one topic to another and fails to achieve the main objectives 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 your bunnies lined up at each meeting. So what can be done to stop the rabbit trails and get the group back on track with meeting goals?
There are two simple tools that can be used to refocus the party 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 continues following the agenda. Then, if someone tries to bring up a new topic, you can use the pointing to the agenda technique and politely ask, “At the beginning of the meeting, we had agreed to follow this agenda. I don’t understand 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 relates or agrees that it does not relate to the item on the agenda. If they agree that it doesn’t relate, you can go back to your original agenda item. If it relates, ask the group if they would like to spend more time discussing the related topic or if they would like 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 disrupting 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 heading in another direction.
When it appears that what may be a rabbit trail is occurring, point to the visible record and ask something like “We are 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 relate to this topic?” Give the person a minute to explain how it relates or accept that it does not relate to the current topic. If they agree that it does not relate, then ask if it should be placed on a bulletin board. problems 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 on this topic, and then continue the discussion process. If the new topic idea is related, then take note of the person’s comments on the log, ask the group if they would like to spend more time discussing the relationship, or if they feel that writing it down on the log is enough for now. The group will reach 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 tracking 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 run. Individuals can then stop before starting or others in the meeting can notice the rabbit’s trail before it goes too far and ask the practiced questions. As you learn to reduce rabbit tracks, your meetings will become more productive and you will see your goals met.
GRADES:
1. Parts of this article were adapted from suggestions in the book “RA!RA! A Meeting Wizard’s Approach.”
2. For a fun meeting assistant view on using the agenda tool, watch the YouTube video “How to Stop Rabbit Tracks in Meetings.”