Managing Meetings That Drift From the Topic

Karen Porter, The Administrative Professional Job Performance and Career Success Coach™

and Founder and President

of The Effective Admin

"With almost 24 years experience interacting with the 'real' workplace and working administrative professionals -- including holding former admin pro level positions (and higher levels) myself at multiple different employers, -- I am well aware of the substantial job you and your administrative professional colleagues perform daily.

STAY IN TOUCH to learn about both current and new training, professional development, and educational products and services for administrative professionals: Click here to add yourself to the mailing list.

**The Effective Admin is a leading authority specializing in training, professional development, and educational resources for administrative assistants, executive assistants, secretaries, and all other administrative professionals of any job title.**

Go to The Effective Admin home page

PROFESSIONAL DEVELOPMENT AND EDUCATIONAL RESOURCES FOR ADMINISTRATIVE PROFESSIONALS

[ The Effective Admin Store ] [ Administrative | Executive Assistant Newsletter ] [ Virtual Association for Administrative Professionals ] [ Administrative Assistant Goals ] [ Meeting Minutes ] [ Tips for Managers/Executives of Admins ]

JOB SEARCH CENTER FOR ADMINISTRATIVE PROFESSIONALS

[ Admin Jobs ] [ Admin Job Descriptions ] [ Administrative Professional Job Titles ] [ Administrative Assistant Resume and Cover Letter ] [ Job Search and Interview Advice Articles ]

READING FOR ADMINISTRATIVE PROFESSIONALS

[ Articles for Administrative | Executive Assistants ] [ Advice for Admins by OfficeTeam ] [ Books for Administrative Assistants | Executive Assistants ] [ Admin Pro Coach Q&A ] [ Guest Expert Q&A Articles for Admins ]

Managing Meetings. You're conducting a meeting. You want meeting attendees to participate. But sometimes they get too enthusiastic and interrupt or add an inappropriate idea that distracts from the meeting focus. Here's what you do to refocus your meeting on its original agenda items.

Get more articles and tips about meeting and event planning.

Managing Monsters in Meetings - Part 3, Drifting From the Topic

By Steve Kaye

Although new ideas lead to creative solutions, they can be a challenge when they
interrupt or distract the work on an issue.

Approach 1: Question the relationship to topic

When new ideas seem inappropriate, say:

"That's an interesting point (or question). And how does it relate to our topic?"

"Excuse me. We started talking about our budget and now we seem to be discussing payroll administration. Is this what we want to work on?"

"We seem to be working on a new issue. I'm sure this is important, and I wonder
what you want to work on with the time we have left?"

These statements greet the ideas with compliments and requests for clarification.
This recognizes that the other person could believe the idea relates to the topic,
which it may.

Approach 2: Place in the Idea Bin

Use an Idea Bin to manage unrelated ideas. This powerful tool is a blank chart page posted on the wall with the title: Idea Bin. Some groups call it an Issue Bin or Parking Lot. The scribe writes new ideas on this chart page or the participants write their ideas on Post-it(™) Notes that they place on the page.

Direct new ideas to the Idea Bin by saying:

"That's a great idea. Could you put it in the Idea Bin?"

When you plan the agenda, leave time at the end of the meeting to check the Idea Bin. You will find that many of the new ideas were resolved during the meeting. If possible, deal with the remaining ideas that have merit or place them on future agendas.

Use these techniques to bring your meeting back to the issue on your agenda.

This is the third of a seven part article on Managing Monsters in Meetings.

About the author:
IAF Certified Professional Facilitator and author Steve Kaye works with leaders who want to hold effective meeting. His innovative workshops have informed and
inspired people nationwide. His facilitation produces results that people will
support. Sign up for his free newsletter at http://www.stevekaye.com. Call 714
-528-1300 or visit his web site for over 100 pages of valuable ideas.