Point Lookout An email newsletter from Chaco Canyon Consulting
Point Lookout, a free weekly email newsletter from Chaco Canyon Consulting
April 8, 2009 Volume 9, Issue 14
 
Recommend this issue to a friend
Join the Friends of Point Lookout
HTML to link to this article…
Archive: By Topic    By Date
Links to Related Articles
Sign Up for A Tip A Day!
Create a perpetual bookmark to the current issue Bookmark and Share
Tweet this! | Follow @RickBrenner Random Article

Discussion Distractions: Part II

by

Meetings are less productive than they might be, if we could learn to recognize and prevent the most common distractions. Here is Part II of a small catalog of distractions frequently seen in meetings.

It's OK to hate meetings. It's not OK to hate meetings while at the same time doing the very things that make them so unproductive and hateful. Last time we examined some meeting patterns that distract us by creating or contributing to toxic conflict. This Part II explores distractions that waste time through irrelevance or by hijacking the meeting agenda to personal ends.

Axe grinding
A man using a chainsaw

A man using a chainsaw. Notice all the safety equipment, and his obvious focus on what he's doing. If we all paid as much attention at meetings as he's paying to his chainsaw, meetings would be far more effective and produce far more valuable results. Photo courtesy US National Park Service.

To advance a previously blocked project of their own, or to inject an I-told-you-so, some make contributions that have the not-so-hidden purpose of advancing their previously blocked projects. The group must then knock down this obstacle before it can begin problem solving.
Horn-blowing
Horn-blowing is making a contribution that reminds the group of something the horn-blower considers to have been his or her own personal achievement. See Backdoor Bragging.
Rhetorical fallacies
Rhetorical fallacies are errors of logic, used intentionally or not, that cause the group to come to erroneous conclusions unknowingly. There are dozens of different fallacies. Read about a few of the more common rhetorical fallacies.
Electronic fiddling around
If you want meetings to be worthwhile, give them your full attention. Composing or reading mail, texting, tweeting, surfing, or other forms of electronic fiddling around can cause us to lose contact with the discussion. Follow the chainsaw rule: If you can't do it while operating a chainsaw, don't do it while attending a meeting.
Meta-discussion
As a group is discussing several related issues, it might slide into a discussion of the order of discussing the issues, without really making a conscious choice to discuss the discussion. Any conscious choice is more likely to lead to a productive outcome.Follow the chainsaw rule:
If you can't do it while
operating a chainsaw, don't
do it while attending
a meeting
Inappropriate problem solving
Once the group identifies a problem, the temptation to dive into solving it is almost irresistible, even if complete information is lacking, or the group doesn't own the problem, or critical people are not in attendance. See "The Solving Lamp Is Lit," Point Lookout for September 6, 2006, for more.
Optimization
Even when we're solving a problem that is ours to solve, and even when we have the people and information we need, we can be distracted by the urge to solve it in an optimal way. Most of the problems modern organizations face don't actually have optimal solutions. Solutions have strengths and weaknesses, depending on our goals. There usually is no single best way. See "Holey Grails," Point Lookout for October 23, 2002, for more.
Meta-optimization
Optimization, described above, entails discussing the best way to do something. Meta-optimization is a discussion of the best way to discuss optimizing something. A group that regularly gets so distracted that it enters a meta-optimization discussion is a group in need of distraction training.

One key to eliminating these distractions is making everyone aware of them. Pass this list around and see what happens. First in this series  Go to top Top  Next issue: Mitigating Outsourcing Risks: Part I  Next Issue
Bookmark and Share

101 Tips for Effective MeetingsDo you spend your days scurrying from meeting to meeting? Do you ever wonder if all these meetings are really necessary? (They aren't) Or whether there isn't some better way to get this work done? (There is) Read 101 Tips for Effective Meetings to learn how to make meetings much more productive and less stressful — and a lot more rare. Order Now!

Your comments are welcome
Would you like to see your comments posted here? rbrenmOhNyftwjLrGLobMner@ChacjzVcKGtTGQkKiplYoCanyon.comSend me your comments by email, or by Web form.
About Point Lookout
Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.

Point Lookout is a free weekly email newsletter. Browse the archive of past issues. Subscribe for free.

Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.

Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.

Related articles

More articles on Personal, Team, and Organizational Effectiveness:

Work loadKeep a Not-To-Do List
Unless you execute all your action items immediately, they probably end up on your To-Do list. Since they're a source of stress, you'll feel better if you can find a way to avoid acquiring them. Having a Not-To-Do list reminds you that some things are really not your problem.
Flourless chocolate cakeTwenty-Three Thoughts
Sometimes we get so focused on the immediate problem that we lose sight of the larger questions. Here are twenty-three thoughts to help you focus on what really counts.
A 1928 Ford Model A Business CoupeClueless on the Concept
When a team member seems not to understand something basic and important, setting him or her straight risks embarrassment and humiliation. It's even worse when the person attempting the "straightening" is wrong, too. How can we deal with people we believe are clueless on the concept?
Vortex cores about an F18 fighter jetGuidelines for Sharing "Resources"
Often, team members belong to several different teams. The leaders of teams whose members have divided responsibilities must sometimes contend with each other for the efforts and energies of the people they share. Here are some suggestions for sharing people effectively.
Symptoms of Stage 5 heat stress in cattleYou Might Be Stressed If...
A little stress once in a while keeps us sharp, but chronic intense stress shortens lives. Stress can build gradually, out of our awareness. Here are some indicators of chronic intense stress.

See also Personal, Team, and Organizational Effectiveness, Effective Meetings and Conflict Management for more related articles.

Forthcoming Issues of Point Lookout

Langston Hughes, poet and leader of the Harlem RenaissanceComing September 2: That Was a Yes-or-No Question: Part II
When, in the presence of others, someone asks you "a simple yes or no" question, beware. Chances are that you're confronting a trap. Here's Part II of a set of suggestions for dealing with the yes-or-no trap. Available here and by RSS on September 2.
Navy vs. Marine Corps tug off war in Vera Cruz, Mexico ca. 1910-1915And on September 9: Holding Back: Part I
When members of teams or groups hold back their efforts toward achieving group goals, schedule and budget problems can arise, along with frustration and destructive intra-group conflict. What causes this behavior? Available here and by RSS on September 9.

Coaching services

I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenuULIuKvNddYJfgOaner@ChacemEkzEnUcwCoHaNvoCanyon.com or (617) 491-6289, or toll-free in the continental US at (866) 378-5470.

Get the ebook!

Past issues of Point Lookout are available in six ebooks:
Reprinting this article
Are you a writer, editor or publisher on deadline? Are you looking for an article that will get people talking and get compliments flying your way? You can have 500 words in your inbox in one hour. License any article from this Web site. More info

Public seminars

Ten Project Management Fallacies: The Power of Avoiding Hazards
Most Ten Project Management Fallaciesof what we know about managing projects is useful and effective, but some of what we know "just ain't so." Identifying the fallacies of project management reduces risk and enhances your ability to complete projects successfully. Even more important, avoiding these traps can demonstrate the value and power of the project management profession in general, and your personal capabilities in particular. In this program we describe ten of these beliefs. There are almost certainly many more, but these ten are a good start. We'll explore the situations where these fallacies are most likely to expose projects to risk, and suggest techniques for avoiding them. Read more about this program. Here's an upcoming date for this program:

Managing in Fluid Environments
Most Managing in Fluid Environmentspeople now work in environments that can best be characterized as fluid, because they're subject to continual change. We never know whats coming next. In such environments, managing — teams, projects, groups, departments, or the enterprise — often entails moving from surprise to surprise while somehow staying almost on track. It's a nerve-wracking existence. This program provides numerous tools that help managers who work in fluid environments. Read more about this program. Here are some upcoming dates for this program:

The Race to the South Pole: The Organizational Politics of Risk Management
On 14The Race to the South Pole: The Organizational Politics of Risk Management December 1911, four men led by Roald Amundsen reached the South Pole. Thirty-five days later, Robert F. Scott and four others followed. Amundsen had won the race to the pole. Amundsen's party returned to base on 26 January 1912. Scott's party perished. As historical drama, why this happened is interesting enough. But to organizational leaders, business analysts, project sponsors, and project managers, the story is fascinating. We'll use the history of this event to explore lessons in risk management, its application to organizational efforts, and how workplace politics enters the mix. A fascinating and refreshing look at risk management from the vantage point of history and workplace politics. Read more about this program. Here's an upcoming date for this program:

Team Development for Leaders
TeamsTeam Development for Leaders at work are often teams in name only — they're actually just groups. True teams are able to achieve much higher levels of performance than groups can. In this program, Rick Brenner shows team leads and team sponsors the techniques they need to form their groups into teams, and once they are teams, how to keep them there. Read more about this program. Here's an upcoming date for this program:

How to Spot a Troubled Project Before the Trouble StartsLearn how to spot troubled projects before they get out of control.
Go For It: Sometimes It's Easier If You RunBad boss, long commute, troubling ethical questions, hateful colleague? Learn what we can do when we love the work but not the job.
303 Tips for Virtual and Global TeamsLearn how to make your virtual global team sing.
101 Tips for Managing ChangeAre you managing a change effort that faces rampant cynicism, passive non-cooperation, or maybe even outright revolt?
My free weekly email newsletter gives concrete tips and suggestions for dealing with the challenging but everyday situations we all face.
A Tip A DayA Tip a Day arrives by email, or by RSS Feed, each business day. It's 20 to 30 words at most, and gives you a new perspective on the hassles and rewards of work life. Most tips also contain links to related articles. Free!
101 Tips for Effective MeetingsLearn how to make meetings more productive — and more rare.
Exchange your "personal trade secrets" — the tips, tricks and techniques that make you an ace -- with other aces, anonymously. Visit the Library of Personal Trade Secrets.
If your teams don't yet consistently achieve state-of-the-art teamwork, check out this catalog. Help is just a few clicks away!
Ebooks, booklets and tip books on project management, conflict, writing email, effective meetings and more.
SSL