Why Even the Best-Designed Meetings Can Go Off the Rails

You can have the most well-structured meeting plan imaginable—meticulous prep, clear rules, a solid agenda, and obvious outcomes—but it can still fall apart. Why? Because meetings aren’t just about agendas and slides; they’re about people. Even the brightest minds can stumble when the pressure of a group setting comes into play.

Understanding the Human Factor

When people come together in a meeting, emotions, personalities, and social dynamics take centre stage. Here are some common reasons things can go awry:

• Stage Fright: Some individuals clam up in front of a crowd, especially if public speaking isn’t their comfort zone.
• Social Anxiety: Even a small group can feel overwhelming for those prone to anxiety, affecting their ability to contribute effectively.
• Performance Mode: Others might go over the top, trying to be funny or overly assertive. The need to “perform” can derail the meeting’s real purpose.

Different Settings, Different Behaviours

Most of us behave differently one-on-one than we do in a large group. It’s human nature to adapt to our environment. However, if we’re not self-aware, these adaptations can negatively impact the meeting’s productivity. For instance, someone might turn a genuine concern into a drawn-out spectacle just because they feel the need to perform in front of others.

Recognise Your Strengths and Weaknesses

To get the best out of any meeting, self-awareness is key. Ask yourself:

1. How do I typically behave in a group setting? Do you clam up, or do you take over the conversation?
2. What triggers my anxiety or need to show off? Understanding your emotional triggers can help you manage them.
3. Am I leveraging my strengths effectively? Whether you’re great at big-picture thinking or detailed planning, being aware of these strengths means you can channel them appropriately.
4. How can I support others? Recognising when others are struggling—whether with nerves or over-enthusiasm—allows you to step in with empathy and keep the meeting on track.

Practical Tips for Better Meetings

1. Set Clear Expectations: Encourage a meeting culture where everyone has a chance to speak without feeling the need to impress.
2. Use Smaller Group Sessions: Break into smaller groups when possible, which can reduce social pressure and stage fright.
3. Rotate Roles: Assign different people to lead or facilitate parts of the meeting, giving everyone a chance to contribute and build confidence.
4. Check In Regularly: If you sense tension or someone dominating the discussion, pause to regroup and ensure all voices are heard.

The Bottom Line

Even the best-designed meeting can be derailed by the people factor. By becoming more aware of how you and your team members react under the spotlight, you can create an environment that fosters genuine contribution rather than performance. After all, the real magic of a meeting comes from harnessing the collective insights and skills of every individual present.

Over to You

Have you noticed changes in your own behaviour when speaking in groups? What strategies have you used to keep meetings on track when personality clashes or social anxiety rear their heads? Share your experiences in the comments—your insights might just help someone else navigate the complex human side of meetings.