TomLaForce.com

One major complaint about meetings is the problem of getting off track onto some meaningless tangent. While this is a common problem, it is not a difficult one to address.

There are three main reasons this problem occurs.  First, the meeting does not have a clear purpose.  Second, the agenda is too loose or non-existent.  Third, nobody is in charge of the meeting.

Here are some ways of dealing with each problem.

• Set clear objectives. Make sure the group knows exactly what it needs to accomplish during the meeting.  The more specific the objectives are, the easier it will be for people to remember to stay focused on them.  Sometimes it also helps to be explicit about what will not be accomplished during a meeting.
• Develop an effective agenda. The agenda is the roadmap for accomplishing the objectives.  It is true there are many ways of getting the end result.  The problem is that when you are working as a group, as you are in a meeting, chaos usually results if the group doesn’t all stay on the same path.  Good meetings do not happen by chance.  They are almost always the result of some careful planning.
• Put someone in charge. Somebody has to manage the discussion.  For some reason most groups do not do a good job of managing a conversation without a clear leader.  One person should act as a traffic cop for the discussion.  This person lets people in, slows them down when they are going too fast, and definitely keeps them from driving off the road with a story or question that is not leading towards the objective.