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Hot Mess Meeting

3 Ways to Ensure Your Meeting is a Hot Mess

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You might think that a meeting that ended with a food poisoning and then missing dinner at Spago would qualify as the worst meeting I’ve ever been to. Sadly, you’d be mistaken because this meeting doesn’t even crack the list. With two of us down from bad tuna, the rest of the group made up the difference and took care of us. Everyone was happy to be part of that meeting and project.

To be clear, I am not talking about meetings that are boring or fall short on the basics like not having an agenda. I’m not even talking about the Organizational Monster Meetapalooza which I define as “bad meetings or a culture that generates many unproductive meetings.” Meetings that qualify at the ‘hot mess’ level are both rare and extremely counterproductive. They are highly uncomfortable without cause. Adults stop acting like professionals while others watch on instead of stopping it.

When I reflect back on the hundreds of meetings I’ve been part of over the years I can see three clear reasons why meetings make the ‘hot mess’ list.

A tone deaf meeting is hard to listen to

I always enjoy hearing comedians talk about the first time they really bombed on stage. These stories are not only funny, but they are so self-aware. They understood in the moment that they lost the crowd. As a result, their skills improved or they found other work. If only meeting facilitators were that reflective.

My worst meeting experiences were often facilitated by someone tone deaf to their audience and too arrogant to care. I once managed meetings for a client and their boss facilitated. He broke three key rules: don’t talk for the sake of hearing your own voice, know your audience, and don’t talk down to women. People could overlook his off-putting personality. He didn’t understand his stakeholder groups and refused to listen to feedback.

High-ranking stakeholders told me they weren’t come back unless I got rid of him. That is a tall request when it’s your boss or your clients boss that is the problem. Luckily I had a budget and he appreciated flattery so was able to bring in an outside facilitator to save his precious time in prepping for those. The hired facilitator kept personalities in check including his.

We all look the other way all the time. Occasionally, meeting leadership is so tone deaf that everyone can’t help but to stare.

Emotions are ok in a meeting but irrationality is not

I walked into my first student meeting in college and the leader was so frustrated that she was on the verge of tears. She and I were destined to be friends – I knew it then. I got sucked into the organization and ran it the next year thanks to her mentorship. She is still one of the most important people in my life. Emotion that comes from passion can be harvested into growth and innovation. That is what she did.

I once observed a large meeting of high-ranking state officials at a project wrap-up meeting. Someone launched into an unprovoked twenty-minute paranoid and irrational monologue about how everyone in the room was against him and his agency.

Another time, I was at a normal monthly board of directors meeting. They were usually pretty uneventful. A member came into a meeting waving a copy of the bylaws while complaining about various things that didn’t actually make sense. (If someone starts waving a copy of your charter or bylaws around – it is going to be a long night.)

These were both hot mess meetings not just because participants were a little emotional but because they were allowed by the facilitator to hijack the entire meeting.

Political drama belongs on the screen, not in the conference room

House of Cards and Game of Thrones are highly entertaining because you get to be a spectator. Some of the worst meetings I’ve ever attended have been political dramas that didn’t play out very elegantly.

Meetings mean discussions which often include conflict. There are good and bad types of conflict as discussed in a previous blog post.

Meetings can and should be used to strategically accomplish specific goals. They provide an opportunity to change people’s minds through discussions and occasionally use peer pressure to further the cause. However, sometimes people use meetings to publicly shame, humiliate, or bully individuals which is unacceptable.

I recall one meeting where CEO’s attacked one of their own until the one being attacked had to step away to compose himself. In another meeting, a supervisor set his subordinates up for public humiliation on purpose to remind them how important he (the boss) was. These ugly incidents aren’t just memorable to the one(s) being attacked but the spectators.

Some conversations should be done in private. Once you add the group dynamics and power structures, confrontations in front of everyone can quickly deteriorate into prime-time drama. I don’t know about you but I prefer watching from my couch, not the conference room.

In conclusion

A meeting moves to my “hot mess” list when it causes extreme discomfort, a loss of credibility, and momentum. It is the kind of bad meeting that creates the wrong kind of buzz that people remember.

Many factors beyond bad tuna can prevent meetings from fulfilling their full potential. I’ve attended hundreds of meetings over the years but only a few were really a hot mess. At the end of the day, they were all caused by the same thing: adults watching the train wreck instead of preventing it.

About Megan Wilmoth

Megan Wilmoth is the president of Planosaurus, a women-owned consulting firm that helps organizations eliminate the common threats to collaboration they affectionately call Organizational Monsters so that projects, programs, boards, committees, and teams can consistently achieve collaborative productivity. With twenty years of experience, she has provided a wide range of planning and management services to organizations ranging from Fortune 500, large and medium-sized companies, trade associations, non-profits, and government agencies. She is fueled by quality coffee and the opportunity to make the thankless job of managing collaborative managers easier.

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  • Megan Wilmoth,
  • August 13, 2016

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