Meetings are essential for achieving goals, fostering communication, and aligning team efforts. However, poorly run meetings hinder a team's success. According to a survey, 71% of senior managers said they consider meetings unproductive and inefficient.

"To ensure productivity, efficiency, and effectiveness, managers need to know how to spot, prevent, and deal with these behaviors when they appear," Velasquez writes.

4 behaviors that derail meetings

According to Velasquez, four dysfunctional behaviors are primarily responsible for derailing meetings "that lack focus and clarity." These behaviors can be summarized using the GAAS acronym:

1. Gravity problems

Gravity problems occur when team members spend time and energy on issues that are fundamentally unsolvable on a team level.

"Trying to solve a gravity problem diverts time, mental capacity, and motivation away from solvable issues, leading to team frustration," Velasquez writes.

2. Assumption overload

Assumption overload occurs when team members draw excessive or unverified assumptions about a particular situation or individual.

"While some assumptions are necessary, relying on them too heavily and without validation can lead to decisions based on inaccurate or incomplete information," Velasquez writes.

3. 'Annoying negative thoughts'

Several "cognitive distortions," or unproductive thinking patterns Velasquez refers to as "annoying negative thoughts" (ANTs), often lead to weak meeting outcomes. According to Velasquez, ANTS can manifest in four ways:

·   All-or-nothing thinking

·   Overgeneralization

·   Catastrophizing

·   Emotional reasoning

4. Squirrel chasing

Some team members struggle to focus on the purpose of the meeting and introduce unrelated topics, which can distract others and prevent focused discussions.

Even when a topic is relevant to the team's ongoing work, unrelated tangents distract the team, and can prevent them executing their goals "effectively and efficiently," Velasquez writes. "When the team chases squirrels, it wastes time and frustrates other team members."

How to make your 'meetings more effective, efficient, and productive'

To avoid GAAS behaviors and prevent meeting derailments, Velasquez recommends ensuring focus and clarity. According to Velasquez, without these, "team members are usually confused and show up in a way that negatively affects the meeting — or they don't show up at all." 

For better meeting focus, Velasquez suggests determining the primary objective, reframing goals as inquiry-driven statements, and inviting only those whose involvement directly helps reach the meeting's objective.

To bolster clarity in communication, ensure everyone understands the importance, relevance, and involvement expected from them in the meeting. Use straightforward language and avoid jargon and overly technical terms that might create confusion.

In addition, introduce your team to the GAAS concept and encourage them to identify and address these behaviors during meetings. Velasquez recommends using a non-threatening and lighthearted approach, such as calling behaviors by their acronym ("That's a squirrel, right?") instead of direct confrontations.

"This helps the team recognize and address these behaviors quickly while keeping the atmosphere light and positive," he notes.

The combination of addressing GAAS behaviors, effective planning, and clear communication will help turn your meetings into powerful tools for achieving success.

"Understanding, preventing, and addressing GAAS behaviors will enhance your team's productivity and turn your meetings from time-consuming, unproductive, and painful exercises into powerful instruments for success. Don't let them get in the way of achieving your goals," Velasquez adds. (Velasquez, Harvard Business Review, 5/19)

A  study  that researched ways companies can save time and money on meeting strategy, culture, and tools found that almost half of employees say they have too many unnecessary meetings in their schedule, resulting in a potential "wasted" annual investment of more than $25,000 per employee. Read the full story below.