Tired of Meetings That Go Nowhere? Here’s the Fix.
By Del Albright
Let me shoot straight with you—there are few things I dislike more than a long-winded, unproductive meeting. Maybe being bucked off a horse on a steep mountain trail or busting a greasy Jeep part comes close. But wasting time in a meeting that goes in circles? That’s suffering.
If you’ve been attending more meetings lately and enjoying them less, you’re not alone. The good news? There’s a fix—and I’m laying it out right here.
️ Why Do We Even Have Meetings?
Meetings are part of life. From off-road clubs and planning committees to church groups and scrabble nights at my mom’s house, they’re how we organize, collaborate, and make decisions.
In the recreation world especially—whether we’re planning club runs, organizing trail cleanups, or coordinating events—meetings are often the only way to get everyone on the same page. We may not love them, but they’re necessary.
I like to think the first meeting ever held was probably between a couple of cavemen planning a mammoth hunt:
“You take the spear, I’ll grab the skinning tool.”
Simple, right?
Unfortunately, today’s meetings are anything but. They’re busier, more complicated, and often longer than they need to be.
The Problem: Bad Meetings Waste Time
Most people hate meetings for a few good reasons:
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No agenda, or one that’s ignored
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Conversations wander off track chasing rabbits
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No clear outcomes or follow-up
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Just plain inefficient
Bad meetings suck the life out of your day—and your group’s motivation.
The Goal: Make Meetings Count
Now flip that.
A good meeting:
✅ Has a clear purpose and a solid agenda
✅ Starts and ends on time
✅ Keeps people engaged and on-topic
✅ Produces real actions, outcomes, and follow-through
That kind of meeting doesn’t just respect your time—it can actually make your life easier.
The Fix: Use the CARAT Method (aka TARAC)
I’ve facilitated over 1,500 hours of meetings across the country, working with more than 7,000 people. And I’ve boiled my system down into one simple acronym anyone can use: CARAT. Like the valuable gem.
But when I run meetings, I apply it backwards, because that’s how real-life meetings flow:
TARAC — Time, Agenda, Roles/Rules, Actions, Commitment.
Here’s how it works:
⏱️ T = Time
Set start and end times—and stick to them.
If meetings regularly start late, people will stop showing up on time. Assign time slots for agenda items and enforce them fairly. Respect everyone’s time.
A = Agenda
Send the agenda ahead of time.
Even a basic outline helps participants prepare and stay focused. No surprises = fewer delays.
R = Roles & Rules
Tell people what’s expected of them.
Are they presenting? Voting? Observing? Let them know ahead of time.
Also set meeting ground rules—like one speaker at a time, no rabbit trails, focus on issues not personalities, and take breaks. Post them visibly at every meeting.
✅ A = Actions
Every meeting should result in action.
Record decisions and assign them with these three parts:
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Who is responsible
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What they need to do
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When it’s due
Example:
“Jim will bring the trail ride video to next month’s meeting.”
Review all action items before adjourning.
️ C = Commitment
Get a vocal commitment for each action.
“Yes, I’ll get it done by then.”
When someone says it out loud in front of the group, they’re much more likely to follow through. Trust me—it works.
✍️ Bonus Tip: Use Visuals
Write your agenda, rules, and action items in big print—on a flip chart or whiteboard. When folks see it, they stay focused and accountable. I’ve even had participants call out others for stepping out of line—saves me the hassle!
Meetings That Work = Teams That Work
You don’t need a degree in management to run a good meeting. You just need a method. TARAC is it.
Try it at your next club or committee meeting. You’ll get better results, happier participants, and—yes—fewer rabbit trails.
And if I happen to show up at your meeting, you better believe I’ll be looking for TARAC in action!