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How do you handle difficult or disruptive participants in a meeting?

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Meetings are essential for collaboration, communication, and decision-making in any organization. But they can also be challenging when some participants are difficult or disruptive, such as by dominating the conversation, interrupting others, being rude or hostile, or going off-topic. How do you handle such situations as a meeting facilitator? Here are some tips to help you deal with difficult or disruptive participants in a meeting.

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1 Set clear expectations

Before the meeting, make sure you have a clear agenda, objective, and ground rules for the meeting. Communicate them to the participants in advance and remind them at the start of the meeting. For example, you can ask everyone to respect each other's opinions, listen actively, stay focused, and limit their speaking time. This way, you can establish a positive and professional tone for the meeting and reduce the chances of conflicts or distractions.

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Kathi Kulesza

Engage, Build, Boost: Transformative Leadership Expert & Keynote Speaker in Service-Oriented Industries
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If you are meeting in person you can pass around an item that the person talking holds or that sits in front of them representing that they have the floor. In a virtual meeting you can use features such as "pinning" the current person speaking, a Zoom feature, to give the other participants a visual queue of how has the floor.

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2 Use active listening

During the meeting, use active listening skills to show that you are paying attention and interested in what the participants are saying. This can help you build rapport, understand their perspectives, and address their concerns. For example, you can use eye contact, nodding, paraphrasing, summarizing, and asking open-ended questions. Active listening can also help you identify the underlying causes of difficult or disruptive behaviors, such as frustration, confusion, insecurity, or boredom.

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3 Redirect or refocus

If a participant is being difficult or disruptive, try to redirect or refocus their attention to the main topic or objective of the meeting. For example, you can acknowledge their point, thank them for their contribution, and then ask them to hold their thoughts until a later time or move on to the next item on the agenda. You can also use a visual aid, such as a flip chart or a whiteboard, to write down the key points or questions and refer to them throughout the meeting.

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Kathi Kulesza

Engage, Build, Boost: Transformative Leadership Expert & Keynote Speaker in Service-Oriented Industries
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When participants contribute ideas or concerns that are not on topic create a "Parking Lot" for the off-topic ideas. You can use a flip chart or in a virtual meeting a mind map or virtual white board. Let the participants know that the parking lot topics will be discusses if time allows or subsequent meetings will be scheduled.

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4 Involve or engage

Sometimes, a participant may be difficult or disruptive because they feel left out, ignored, or bored. In such cases, you can try to involve or engage them in the meeting by asking for their input, feedback, or suggestions. For example, you can ask them to share their experience, expertise, or opinion on a relevant issue or challenge. You can also use interactive activities, such as polls, quizzes, or games, to stimulate their interest and participation.

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Kathi Kulesza

Engage, Build, Boost: Transformative Leadership Expert & Keynote Speaker in Service-Oriented Industries
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We have learned that breakout rooms are a great way to give more people an opportunity to contribute their ideas. This concept can also be used for in-person meetings. You can pose a question to the group, give them a few moments to reflect on the questions individually and then put them into breakout rooms in a virtual meeting or have them meet in small groups at an in-person meeting. Have each group choose a spokesperson and give them a time limit for their report back to the larger group.

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5 Confront or resolve

If a participant is persistently difficult or disruptive, and their behavior is affecting the quality or outcome of the meeting, you may need to confront or resolve the issue directly and diplomatically. For example, you can use a calm and assertive tone to express your concern, explain the impact of their behavior, and request them to change or stop. You can also offer them an alternative way to express their views or concerns, such as by emailing you or setting up a separate meeting. If the situation is too tense or hostile, you may need to end the meeting or ask the participant to leave.

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6 Follow up or follow through

After the meeting, make sure you follow up or follow through with the participants, especially those who were difficult or disruptive. For example, you can send them a summary of the meeting, thank them for their attendance and involvement, and remind them of the action items or next steps. You can also provide them with constructive feedback, support, or resources to help them improve their communication skills or address their issues. This can help you maintain a positive and respectful relationship with them and prevent future problems.

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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 handle difficult or disruptive participants in a meeting?

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1 Set clear expectations

2 Use active listening

3 Redirect or refocus

4 Involve or engage

5 Confront or resolve

6 Follow up or follow through

7 Here’s what else to consider

Meeting Planning

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