How to Handle Meeting Disruptions as a New Manager

As a new manager, you’re eager to lead effective and productive meetings. But what happens when disruptions throw your carefully planned agenda off track? Whether it’s constant interruptions, off-topic discussions, or technical glitches, meeting disruptions can be frustrating and counterproductive. Handling these disruptions smoothly is crucial for maintaining control and ensuring that your meetings remain productive. Here’s how you can manage and mitigate meeting disruptions effectively.

Types of Meeting Disruptions

1. Constant Interruptions

When team members talk over each other or interrupt the flow of discussion, it can lead to confusion and frustration.

How to Handle It:

• Set Ground Rules: At the beginning of the meeting, establish clear rules about taking turns and not interrupting others.
• Use a Talking Stick: Introduce a “talking stick” or virtual equivalent, where only the person holding the stick or given permission can speak.
• Address Repeat Offenders: If certain individuals frequently interrupt, have a private conversation with them to address the issue.

Example: In Jamie’s meetings, she reminds everyone at the start to let each person finish their thoughts before jumping in. She uses a virtual hand-raising feature to manage speaking turns.

2. Off-Topic Discussions

It’s easy for meetings to veer off course with side conversations that aren’t relevant to the agenda.

How to Handle It:

• Parking Lot: Create a “parking lot” for off-topic issues. Note them down and promise to revisit them at the end of the meeting or in a separate session.
• Steer Back on Track: Politely steer the conversation back to the agenda item at hand. Use phrases like, “Let’s table that for now and focus on the current topic.”

Example: When discussions stray, Jamie writes off-topic ideas on a whiteboard and ensures they are addressed later, keeping the meeting focused.

3. Technical Glitches

Virtual meetings can be plagued by technical issues such as poor internet connections, audio problems, or software malfunctions.

How to Handle It:

• Preparation: Test all technical equipment and software before the meeting starts.
• Backup Plans: Have a backup plan, such as an alternative meeting platform or dial-in number, in case of technical failures.
• Patience: Be patient and give participants time to resolve their issues without rushing or showing frustration.

Example: Jamie always has a backup Zoom link ready and provides a dial-in number for those who may encounter internet issues.

4. Dominant Participants

Sometimes, one or two participants may dominate the conversation, leaving little room for others to contribute.

How to Handle It:

• Set Expectations: At the start of the meeting, set expectations that everyone should have an opportunity to speak.
• Direct Questions: Actively direct questions to quieter participants to ensure balanced participation.
• Private Feedback: If someone consistently dominates, provide private feedback and encourage them to allow space for others.

Example: Jamie regularly invites input from quieter team members, ensuring a balanced discussion and gently reminding dominant speakers to make space for others.

5. Negative Attitudes

Negative attitudes or disruptive behaviors can derail the meeting’s positive atmosphere and productivity.

How to Handle It:

• Address Behavior: Address negative behavior immediately and professionally. Use statements like, “Let’s keep our comments constructive.”
• Follow Up: If the negative behavior continues, follow up with the individual privately to discuss the impact of their actions and potential solutions.

Example: When negativity arises, Jamie calmly redirects the conversation and follows up with the individual privately to address the behavior constructively.

Practical Tips for Managing Disruptions

Stay Calm and Professional:

• Keep Composure: Stay calm and composed when disruptions occur. Your reaction sets the tone for the rest of the meeting.
• Be Firm: Address disruptions firmly but respectfully to maintain control without alienating team members.

Prepare and Plan:

• Have a Clear Agenda: A well-prepared agenda can help keep the meeting on track and reduce opportunities for disruption.
• Pre-empt Issues: Anticipate potential disruptions and have strategies ready to address them.

Encourage Participation:

• Set Expectations: Clearly communicate the expected behavior and participation at the start of the meeting.
• Be Inclusive: Encourage participation from all team members to create a balanced and inclusive environment.

Follow Up:

• Review and Reflect: After the meeting, review any disruptions and reflect on how they were handled. Consider what could be done differently next time.
• Provide Feedback: Offer constructive feedback to individuals who disrupted the meeting to prevent future occurrences.

The Gist

Handling meeting disruptions effectively is key to maintaining productive and positive team meetings. By setting clear expectations, staying calm, and having strategies in place to manage interruptions, off-topic discussions, technical glitches, dominant participants, and negative attitudes, you can ensure your meetings run smoothly. Remember, how you handle these disruptions can help separate managers from leaders. For further reading, consider books like “Crucial Conversations: Tools for Talking When Stakes Are High” by Kerry Patterson, Joseph Grenny, Ron McMillan, and Al Switzler, and “The Art of Facilitation” by Dale Hunter.

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