Last updated on Oct 8, 2024

How do you deal with difficult or disruptive participants in meetings?

Meetings are essential for collaboration, communication, and decision-making in any organization. However, they can also be challenging to manage when some participants are difficult or disruptive. They may interrupt, argue, dominate, or derail the discussion, making it hard for others to contribute and reach a consensus. How do you deal with such situations and facilitate effective meetings and discussions? Here are some tips to help you resolve issues and handle difficult or disruptive participants in meetings.

1 Set clear expectations

Before the meeting, make sure you have a clear agenda, objectives, and ground rules for the meeting. Share them with the participants in advance and ask for their input and feedback. This way, you can establish a common purpose, clarify the roles and responsibilities of each participant, and set the norms and expectations for the meeting. You can also remind the participants of the agenda and the ground rules at the start of the meeting and ask for their agreement and commitment.

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Rahul Kumar

PPC Specialist, Google Ads Expert, Ads Specialist, Amazon Ads Specialist, Meta Ads Expert, Linkedin Ads, Instagram Ads.
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Before the meeting, prepare a clear agenda, objectives, and ground rules. Share these with participants in advance and seek their input. This establishes a common purpose, clarifies roles, and sets expectations. At the meeting's start, review the agenda and ground rules, and ask for participants' agreement and commitment.

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Mahmoud Aidarous

LinkedIn Top Voice | Senior Legal Affairs specialist at Technip Energies | legal compliance | employment Law | contract Management.
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When dealing with difficult or disruptive participants in meetings, I maintain a calm and neutral demeanor to avoid escalating the situation. I set clear ground rules from the beginning to establish expectations for respectful communication. If disruptions arise, I acknowledge the individual's input without letting them derail the conversation, politely redirecting the discussion to stay on track. In cases of persistent issues, I address the behavior privately after the meeting to better understand their concerns. When necessary, I involve the group to reinforce the importance of balanced participation, ensuring the meeting remains productive.

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Louise Osikwemhe

Customer Support | Executive Admin Assistance|Social Media Management|Freight Forwarding & Logistics | I Help Businesses Drive Customer Satisfaction, Build Brand Loyalty and Enhance Operations for Maximum Efficiency
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Before the meeting, plan and share the agenda and ground rules with participants to ensure everyone is on the same page. At the start of the meeting, remind them of the agenda and rules and get their agreement. This helps the meeting stay focused and run smoothly.

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2 Use active listening

During the meeting, listen attentively to what each participant has to say, even if they are difficult or disruptive. Acknowledge their points, emotions, and concerns, and paraphrase or summarize them to show that you understand them. This can help you build rapport, reduce tension, and identify the underlying issues or needs that may be causing their behavior. You can also use open-ended questions, such as "What do you think about this idea?" or "How do you feel about this situation?" to encourage them to express themselves constructively and respectfully.

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Rahul Kumar

PPC Specialist, Google Ads Expert, Ads Specialist, Amazon Ads Specialist, Meta Ads Expert, Linkedin Ads, Instagram Ads.
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During the meeting, listen carefully to all participants, including those who may be difficult or disruptive. Acknowledge their points and concerns, and paraphrase or summarize to show understanding. Use open-ended questions to encourage constructive expression and address underlying issues. This approach helps build rapport, reduce tension, and foster a respectful dialogue.

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3 Address the behavior, not the person

If a participant is being difficult or disruptive, avoid personal attacks, judgments, or labels, such as "You are rude" or "You are always negative". Instead, focus on the specific behavior that is affecting the meeting, such as interrupting, dominating, or going off-topic. Use "I" statements, such as "I feel frustrated when you interrupt me" or "I need you to stay on the agenda", to express your feelings and needs without blaming or accusing. You can also use "we" statements, such as "We agreed to respect each other's opinions" or "We need to work together to find a solution", to emphasize the shared goals and values of the group.

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Rahul Kumar

PPC Specialist, Google Ads Expert, Ads Specialist, Amazon Ads Specialist, Meta Ads Expert, Linkedin Ads, Instagram Ads.
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When dealing with a difficult or disruptive participant, avoid personal attacks or judgments. Focus on specific behaviors affecting the meeting, using "I" statements like "I feel frustrated when you interrupt" to express your feelings without blaming. Use "we" statements to emphasize shared goals and values, such as "We need to work together to find a solution." This approach maintains a constructive atmosphere and encourages collaboration.

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4 Involve other participants

Sometimes, you may need to involve other participants in the meeting to deal with difficult or disruptive behavior. For example, you can ask for their opinions, feedback, or suggestions on the topic or issue at hand, to create a more balanced and inclusive discussion. You can also ask them to help you enforce the ground rules, such as taking turns, listening actively, or staying on track, to create a more positive and cooperative atmosphere. You can also use humor, praise, or recognition to diffuse tension, acknowledge contributions, or encourage participation.

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5 Take a break or follow up

If the difficult or disruptive behavior persists or escalates, you may need to take a break or follow up after the meeting. Taking a break can give you and the other participants some time to calm down, reflect, or regroup. You can also use the break to talk to the difficult or disruptive participant privately, to understand their perspective, address their concerns, or offer support. Following up after the meeting can help you reinforce the outcomes, actions, or agreements of the meeting, as well as provide feedback, coaching, or guidance to the difficult or disruptive participant on how to improve their behavior in future meetings.

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6 Seek help if needed

Finally, if you cannot resolve the issue or handle the difficult or disruptive participant on your own, you may need to seek help from someone else, such as your manager, a mediator, or a human resources professional. They can help you assess the situation, provide advice, or intervene if necessary. They can also help you prevent or minimize future conflicts, by addressing the root causes, providing training, or implementing policies or procedures.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you deal with difficult or disruptive participants in meetings?

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1 Set clear expectations

2 Use active listening

3 Address the behavior, not the person

4 Involve other participants

5 Take a break or follow up

6 Seek help if needed

7 Here’s what else to consider

Resolving Issues

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