
The term flow is due to Mihály Csí,kszentmihályi, shown here in the center. Although more is known about the phenomenon in individuals than in groups, it can occur in groups, in particular, in meetings. Shown here are the three co-authors of Good Work: When Excellence and Ethics Meet: William Damon, Howard Gardner, and Mihaly Csí,kszentmihályi. The book, and its associated research projects, explores the work — and challenges — of exemplary leaders and practitioners known for success and for doing work that is widely regarded as highly ethical. Photo by Ehirsh, courtesy Wikimedia.
We began last time exploring the costs of meeting interruptions that happen when a late arrival asks for a recap of what has already occurred. We noted that meeting leads, anticipating late arrivals, sometimes front-load their agendas with less-important items. We discussed the resentments and annoyance that habitual late arrivals can generate. And we sketched how accommodating late arrivals can create more late arrivals.
But requests for recaps can degrade the quality of meeting output in other ways. Here are four examples.
- Distraction
- The people who were present before the late arrival arrived have already heard what's being repeated. That's one reason why some of them regard recaps as opportunities not to pay attention. They check out. In virtual meetings, there's plenty to distract them. Examples: games, email, desk drawer contents rearranging, and if they're in the right place, people watching. For the meeting lead, bringing the distracted back to Planet Earth might be challenging. The time lost in a two-minute recap can become three minutes, four minutes, or more. Hopefully, nothing important happens before the distracted return to Earth.
- Debate about the recap
- Occasionally, delivering a recap exposes a disagreement about what actually occurred. Strong disagreements, though possible, are rare, but resolving even minor disagreements about the content of the recap can take additional time. Worse, toxic conflict can erupt if the meeting Lead uses the power of the chair to rewrite history even slightly by presenting a biased recap.
- Loss of thread
- Even if there is agreement about the recap, the interruption itself can cause people to lose the thread of the discussion. In most discussions, some participants who weren't speaking at the time of the interruption might have had contributions in mind. When the action resumes, some might remember what they were about to say, but some won't. That's why, after interruptions, we sometimes hear, "Where were we?" or "Now, you were about to say…" or "What were you saying?" or, unbelievably, "What was I saying?" In some cases, when an important contribution is lost, even temporarily, or when people cannot remember the context of the interrupted discussion, the cost can be incalculable.
- Opportunity cost
- The time Four more ways in which
a late arrival's request
for a recap can degrade
meeting outputspent on delivering recaps, including debating their content, could have been spent on other agenda items. And if that were done, it's possible that the outcomes of those discussions might have been improved. But time is just one factor worth considering. People have a finite supply of energy for thought or self-regulation, and if we spend it on recaps and their associated distractions, resentments, and frustrations, it isn't available for real work.
Perhaps the most significant cost is interruption of flow. [Csíkszentmihályi 1990] Flow occurs when someone is immersed in an activity, intensely focused, and fully involved. Interrupting a meeting that is in flow can halt its creativity. Because recovery might not occur in that meeting, we may never know the cost of the lost creativity. First issue in this series
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Related articles
More articles on Effective Meetings:
Exploiting Failed Ideas
- When the approach you've been using fails, how do you go about devising Plan B? Or Plan C? Here are
some ways to find new approaches by examining failures.
Meeting Bullies: Advice for Chairs
- Bullying in meetings is difficult to address, because intervention in the moment is inherently public.
When bullying happens in meetings, what can you do?
How to Waste Time in Virtual Meetings
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The Opposite of Influence
- The question of why some people are so influential has a partner question: why are others largely ignored,
or opposed, even when their contributions are valuable?
Pre-Decision Discussions: Emotions
- Some meeting agendas include exploring issues related to upcoming decisions. Although we believe that
these discussions lead to rational decisions, some contributions evoke possibly misleading emotional
responses. Here are five examples.
See also Effective Meetings for more related articles.
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