Multitasking Meeting Mayhem

Acknowledge the Situation

"I'm noticing that some of us seem to be juggling multiple tasks right now. And that's understandable; we all have a lot on our plates. However, I also want to make sure we are getting the most out of this meeting, as the topics we are covering today are important to the team's overall goals. I want to address this head-on to ensure we're all present and contributing effectively. This is not about calling anyone out, but about improving how we collaborate."

Reiterate the Meeting's Purpose

"Let's quickly revisit why we're here. This meeting is specifically about [state the meeting's objective]. Understanding [a key aspect] is crucial for [positive outcome]. Knowing this will help us [achieve specific goal]. What I'd like to ask is that we give our full attention to this discussion, in order to make sure we're all on the same page, and that we are using our time effectively."

Implement a Focused Activity

"To help us refocus, let's try a quick exercise. For the next 5 minutes, I'd like everyone to close their laptops and put away their phones. Instead, I'd like to do a quick round-robin. Let's go around the table, and each person briefly share (in one or two sentences) what they hope to achieve by the end of this meeting or one key question they have about the topic at hand. This will help us center our thoughts and ensure we're all aligned on the desired outcomes."

Offer a Break or Adjustment

"Recognizing that attention spans can wane, let's consider taking a short break in [timeframe, e.g., 15 minutes] if needed. Or, if the meeting format isn't working, let's discuss how we can adjust it to be more engaging. For example, would it be helpful to break into smaller groups for focused discussions? Or would it be more valuable to address specific questions and concerns individually? Let's take a moment to determine what works best for everyone."

Re-establish Norms for Participation

"Moving forward, let's agree on some ground rules for our meetings. This isn't about restricting anyone, but about creating a more productive environment. I propose that we commit to minimizing distractions during meeting hours. This could mean closing laptops unless actively presenting, putting phones on silent, and making an effort to actively participate in the discussion. What are your thoughts on this proposal? Are there any concerns or suggestions for alternative guidelines?"

Assign Action Items and Follow-Up

"To ensure accountability and maintain momentum, let's assign clear action items at the end of each meeting. This will help us track progress and ensure that everyone is following through on their commitments. I will also send out a summary of the key discussion points and action items after each meeting, to ensure that everyone remains informed and aligned on the next steps."

Send a follow-up email

Thank everyone for their participation and summarize key decisions and action items. Include a brief reminder of the agreed-upon meeting norms.

Solicit feedback

Ask participants for feedback on the meeting format and content. Were there any aspects that could be improved? What could be done to make the meetings more engaging and productive?

Address individual concerns privately

If you noticed specific individuals consistently multitasking, address your concerns with them privately. Understand their perspective and work together to find solutions.

Evaluate the overall meeting strategy

Consider whether the meeting is necessary, if the right people are attending, and if the agenda is well-structured. Make adjustments as needed to optimize meeting effectiveness.