Meeting Distractions and How to Manage Them

Meetings aren’t anyone’s favorite part of the day—especially when they don’t have a clear purpose and feel like a waste of time. Meetings have utility, though, so it’s in everyone’s best interest to avoid the common distractions that can hinder their effectiveness. There are four primary causes of meetings becoming derailed. The first is technological distractions. These include checking emails, texts, or using electronic devices during meetings, which can divert attention and disrupt the flow of discussions. Next are side conversations. When participants engage in unrelated conversations or speak amongst themselves, it can detract from the main agenda and make it challenging to maintain focus. Third, rambling discussions cloud purpose and frustrate participants. Meetings can be derailed by lengthy or off-topic discussions that consume time and prevent progress on important agenda items. Finally, late arrivals and early departures can also be hugely disruptive. Participants arriving late or leaving early can disrupt the meeting flow, create gaps in understanding, and affect decision-making. There are several ways to hold more effective meetings, but leaders should start by establishing meeting norms and guidelines that set clear expectations. Communicating and reinforcing these norms can help create a focused meeting environment.