Conduct Meetings, what do you do if one of the people in the meeting started to talk about things which are not related to the purpose of the meeting?
The “tangentially inclined individuals” are people who take off on unrelated subjects, thereby derailing the conversation and interfering with the pace of the meeting. This may happen if meeting goals/outcomes are not clearly defined, or if the level of detail or the meeting roles are not understood.
To handle this scenario, the facilitator must stop and clarify the desired outcome for this particular topic. If possible, he/she must help the group agree on level of detail to discuss before the meeting even gets started. He/she can use a parking lot to record issues to be worked outside the meeting. Finally, he/she should make sure that people feel heard.
The most appropriate meeting chairperson is somebody who is (1) level-headed, because meetings can get heated up sometimes, so someone who can keep the harmony in the proceeding is vital; (2) objective, because opposing views are inevitable in meetings, so someone who can weigh the pros and cons can keep things in proper perspective; (3) intelligent enough to understand everything that transpires in the meeting; and (4) sensitive to the fact that everyone’s ideas and personality differences are recognized.
b. How will you ensure that the meeting is time efficient and desired outcomes can be achieved efficiently? E.g. what may be an appropriate time limit on each speaker and how will you try to restricting discussion to agenda items?
For the meeting to be time-efficient, certain guidelines must be made clear to all attendees, especially on the issue/s to be discussed so as to avoid veering away from what is relevant. Also, limits to the duration that each speaker can talk must be set, i.e., 2 minutes to present his/her main idea/concern, then ask for extension if necessary.
c. Give at least 2 examples of ethical and legal requirements for a public