You have called the meeting to order, and you have much to review with your staff. You’ve promised to adjourn at the top of the hour, so you dive in at a fast clip.
As you introduce the first topic, one of the meeting participants interrupts you in mid-sentence, and dives into active monologue about an unrelated subject. Someone else chimes in about her remarks, and others begin to enter in.
How do you take back control?
Here are five tips for establishing control, and for taking it back when disruption occurs.
- First, taking back control actually begins before the meeting starts. Craft a carefully planned agenda to set parameters. Pass out copies of the agenda at the beginning of the meeting.
- Establish your meeting leadership from the start. Call the meeting to order on time, and announce that since the time allotted for the meeting is limited, you will be sticking closely to the agenda. Share that you will take questions at the end, and if the ensuing discussions during Q&A become too lengthy.
- Nip subtle disruption in the bud. Do you have a distracted participant who is texting or otherwise multi-tasking? Is someone quietly holding his own conversation in the back? Pause immediately when you recognize this, to state that you need everyone’s participation, and ask people to put their cell phones in “meeting mode”, and to plan to catch up with colleagues on other issues at break time. Be sure your voice tone and body language convey your confidence, warmth, and engagement. Eye contact is important here – people cannot remain anonymous when their eyes meet yours, and it can draw people’s focus subtly back into the meeting.
- Contain dangerous meeting personalities. Know the personalities of your meeting attendees, and recognize those who crave the spotlight. These dangerous meeting personalities are usually the hijackers that will follow their own agenda, regardless of yours. Have a task in the meeting such as taking notes, or assign them with a high-profile role, so that they are actively involved – and contained – through focused attention to their charge.
- Request order quickly and boldly when things are clearly out of control. You’ve stopped talking, your eyes are fixed on the hijacker, and you are doing a “stare-down,” waiting for her to get the hint. She doesn’t, and keeps her monologue going. Call her by name calmly and repeatedly until she pauses, and ask her to please save her comments for the “bin list” – that list of topics that arise during the meeting, and which are not part of the agenda. Share that in the interest of making sure you get everyone out on time, you can meet with her post-meeting to discuss her issue. Also consider addressing items from your bin list regularly when you have a shorter meeting.
And a bonus tip: Just because you are leading the meeting doesn’t mean you are allowed to hijack airtime. You will need meeting participation by all involved. So, as you prepare your meeting agenda, also identify 1-3 talking points for each item. Shorten these to pithy sound bytes, making them impactful and effective to keep focus and attention.
Patti Cotton reenergizes talented leaders and their teams to achieve fulfillment and extraordinary results. For more information on how Patti Cotton can help you and your organization, click here.
Excellent strategies, thankyou.