
An oft-repeated refrain in meetings is "Let's take a ten-minute break." The number of minutes varies, as does the reason for taking a break. The most common reason I've found for taking a break is suppressing toxic conflict. When the discussion gets heated enough, taking a break can seem like the only way to avoid even higher temperatures, and sometimes it actually works.
A less-often seen reason for taking a break is the need to think — a form of break I call a "working break." A working break is a useful choice when, for example, the meeting participants are working a problem, and a complicated but intriguing proposal has hit a snag. If several ideas seem to be capable of unsnagging the proposal, taking a working break can provide some quiet time to sort through those ideas to produce a workable solution.
Guidelines for working breaks
Because A working break is a useful choice when,
for example, the meeting participants
are working a problem, and a complicated
but intriguing proposal has hit a snagthe structure of a working break can affect its outcome, it's helpful to agree in advance how to use working breaks before you actually try one. Here are some tips for making working breaks productive.
- Identify a small group of specialists
- If the meeting as a whole (the "whole") hasn't resolved the issue, part of the problem might be that there are too many voices trying to help. Reducing the contributors to those who have special knowledge — a smaller group of specialists — might be the key to resolving the issue. To use this approach, consider conducting the specialist discussion privately, and then reporting results to the whole when the meeting reconvenes.
- Give the specialists a flexible time limit
- A time limit is useful for enabling those not selected as specialists to relax, or work on another task. A time limit also directs the specialists in selecting their path to a resolution. If they can't resolve the issue in the time allotted, they can report this to the whole to enable the meeting participants to extend the time or adjust the roster of specialists, or try a different approach.
- Consider partial resolution a success
- A partial resolution can be a partial success that leads to a complete resolution. When the specialists report back to the whole what they've been able to do, others in the meeting might then be able to see what the next steps might be. That clarity of vision might have been unavailable before.
- Exploit parallelism if possible
- In some cases, several snags might be preventing progress on the matter at hand. Dealing with them serially might work, but when the serial approach fails, consider parallelism, because the path around one snag might not be visible until the path around another is clear. And two snags might conspire to prevent resolution of either one. Clearing both snags might happen more quickly if two teams of specialists work in parallel.
Last words
When working breaks facilitate forward progress, they can prevent eruptions of toxic conflict. But they risk creating toxic conflict and personal competition by delegating problem resolution to small teams of specialists. When this delegation amounts to a reassignment of responsibility, the original bearers of that responsibility can experience a sense of rejection or being criticized. To mitigate this risk, include the original bearers of the responsibility in the specialist teams in a way that honors their contributions while recognizing the benefits of "fresh eyes." Top
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Costs of the Catch-Me-Up Antipattern: II
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See also Effective Meetings for more related articles.
Forthcoming issues of Point Lookout
Coming September 3: Contributions in Team Meetings: Advocating
- An agenda in the form of an ordered list of topics might not provide an appropriate framework for a given meeting. For example, if A depends on B, and B depends on A, we must find a way to discuss A and B together in some orderly fashion. Here are some alternatives to linear, ordered agendas. Available here and by RSS on September 3.
And on September 10: Contributions in Team Meetings: Scoping
- Some meetings focus on solving specific problems. We call them "working sessions." More often, we delegate problem solving to task teams, while meetings wrestle with the difficult task of identifying or "scoping" problems rather than solving them. Scoping discussions can be perilous. Available here and by RSS on September 10.
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