What are the most effective ways to manage interruptions during meetings?

1 Set clear expectations

Before the meeting, communicate the agenda, objectives, and ground rules to the participants. Let them know what topics will be covered, how much time will be allocated, and how they can contribute. Ask them to respect the speaker, avoid side conversations, and mute their devices. Encourage them to prepare their questions and comments in advance and share them at the appropriate time.

2 Use a parking lot

A parking lot is a tool to capture and defer any issues or ideas that are not related to the current discussion. You can use a flip chart, a whiteboard, or a digital platform to create a parking lot. Whenever someone raises an interruption that is off-topic, acknowledge it, write it down, and move on. At the end of the meeting, review the parking lot items and decide how to follow up on them.

3 Handle urgent interruptions

Sometimes, interruptions are unavoidable and urgent. For example, someone may have a personal emergency, a technical problem, or a critical update. In these cases, you need to handle the interruption with tact and flexibility. Depending on the situation, you can pause the meeting, ask the person to leave and return later, or address the issue briefly and resume the meeting. Make sure to recap and refocus the discussion after the interruption.

4 Solicit feedback

Feedback is an essential part of any meeting. It can help you improve the quality, efficiency, and effectiveness of your meetings. However, feedback should be given and received in a constructive and respectful manner. You can solicit feedback during the meeting by asking open-ended questions, inviting different perspectives, and acknowledging contributions. You can also solicit feedback after the meeting by sending a survey, requesting comments, or conducting a debrief.

5 Monitor and adjust

Managing interruptions during meetings is not a one-time task. It is an ongoing process that requires constant monitoring and adjustment. You need to observe the dynamics, behaviors, and outcomes of your meetings. You need to identify the sources, patterns, and impacts of interruptions. You need to evaluate the effectiveness of your strategies and techniques. And you need to make changes as needed to optimize your meeting performance.

6 Learn and share

Managing interruptions during meetings is a valuable skill that can benefit you and your team. It can help you achieve your meeting goals, enhance your communication, and increase your productivity. It can also help you foster a positive and collaborative meeting culture. Therefore, you should learn from your experiences and share your insights with others. You can do this by reflecting on your successes and challenges, seeking feedback from others, and offering tips and best practices.

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?