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Coach's Corner--September 8, 2008

How can disruptive co-worker be reined in at meetings?

The Client
Name: Carol
Age: 35
Title: Project lead
Time at company: 4 years 
Industry: Telecommunications
Issue: Managing disruptive people in meetings
Q. I work with a gentleman who is disruptive in meetings. He talks incessantly on topics irrelevant to the agenda, and it’s difficult to steer the discussion back on track. I worry when he attends a meeting during which crucial business must be accomplished. I’m not his boss, but I facilitate these meetings. Any suggestions?

A. Manage your colleague by setting clear expectations for meeting behavior and maintaining a relentless focus on your meeting’s agenda.

The inner game
How are you reacting? Are you getting in your own way by anticipating the worst? If so, take a few deep breaths, relax, and be ready to start with a clean slate.

Think about what might be driving him. It may be ego, insecurity, or a drive for power. Or, he may be clueless about the effect of his behavior. If you can understand his underlying dynamics, you’ll be more likely to keep him from derailing your meetings.

Plan how you’d like your next meeting to go, visualizing your ideal meeting management style. Draw on your observations of others whose skills you admire, and assess the gap between your current style and your ideal. Recognizing areas that you’d like to improve — for example, becoming more direct — can help you make the shift. Or, you may need to be more intentional, and set some personal goals for running meetings.

The outer game
For your next meeting, make your plan, prepare yourself, and execute.

Design your agenda. Decide what needs to be accomplished, and share that with all participants. Send the agenda in advance to give people some “think time” before the meeting. Sometimes off-track rambling can be a cover for feeling unprepared.

Check in with your boss, because it can be risky to take on a disruptor who is well connected in your organization. Get your boss on your side up front.

Prepare yourself. Address any anxiety by taking a few quiet moments to review your goals and visualize using your strategies to manage a successful meeting.

Make a speech. Remind participants how valuable time is while reviewing meeting goals and the decisions required. Promise, in a lighthearted way, that you’ll intervene to keep the agenda on track and ask for everyone’s help.

Take action to keep the meeting from getting out of hand. If the room is set up so that you can move around, stand near the talkative person; this often quiets people down. Don’t be afraid to interrupt. You’ll have promised to do just that in your speech, so follow through. First direct your refocusing to the entire group, but if necessary, ask the disruptive individual to hold their off-agenda topic for a later time. You may have to be a broken record at first, but eventually new habits will form. If all else fails, return to your boss to escalate the situation.

The last word
When you’re the facilitator, the group is counting on you to take charge. With planning and follow-through, you’ll be able to manage disruptive colleagues and hold more effective meetings.

Liz Reyer, President RCC - Posted September 7, 2008
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Comments and Responses (0) Post a comment

  [below viewing threshold (-68.5), show comment]Liz (September 8, 2008 11:52:16 AM)