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Last updated on 2024年7月19日

Dealing with a disruptive team member in meetings. How can you effectively manage interruptions?

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In any team, effective meetings are a cornerstone for success. However, when a disruptive team member consistently interrupts the flow, it can derail productivity and create a tense atmosphere. Your role in managing these interruptions is crucial to maintaining a constructive environment. By understanding the reasons behind the disruptions and employing strategies to address them, you can turn potential conflicts into opportunities for growth and learning. It's about striking the right balance between assertiveness and empathy, setting clear expectations, and fostering a culture of respect and collaboration.

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1 Set Expectations

Before diving into agenda items, it's essential to establish ground rules for engagement . Clearly articulate the expectations for meeting conduct to all participants. This includes how to handle disagreements and the appropriate use of speaking time. When everyone knows what's expected, it's easier to hold each other accountable. If a team member becomes disruptive, gently remind them of these guidelines . This proactive approach often prevents interruptions before they start and creates a shared responsibility among team members to keep the meeting on track.

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Rodrigo Duarte

Gerente de Opera??es de TI | Automa??o e Transforma??o Digital | Líder em Inova??o e Melhoria Contínua
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Concordo plenamente com a necessidade de estabelecer regras claras para a condu??o das reuni?es. Definir expectativas desde o início n?o apenas facilita a responsabiliza??o mútua, mas também previne interrup??es desnecessárias. Adotar uma abordagem proativa nesse sentido cria um ambiente de responsabilidade compartilhada, onde todos sabem o que é esperado. Isso se alinha com práticas ágeis, onde a transparência e a comunica??o clara s?o fundamentais para o sucesso das sprints e outras cerim?nias.

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Jo Boniszewski

Transformational leadership coach | Executive & Team Coaching | Author ??? | Helping you, your team and your organisation to thrive in an era where disruption and turbulence are the norm.
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Make setting and agreeing expectations for meeting conduct an inclusive team dialogue. If team members contribute to setting expectations they are much more likely to buy into them and behave accordingly. They are also more likely to hold each other accountable. By doing this, you create the conditions for team ownership of meeting conduct.

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2 Understand Motives

When faced with a disruptive team member, strive to understand their motives . Often, interruptions stem from a place of passion or a lack of understanding rather than intentional disruption. By acknowledging their concerns and validating their feelings, you can diffuse tension and redirect their energy positively. Engage with them by asking clarifying questions or suggesting a one-on-one discussion after the meeting to delve deeper into their issues. This shows that you value their input while maintaining the meeting's focus.

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Jo Boniszewski

Transformational leadership coach | Executive & Team Coaching | Author ??? | Helping you, your team and your organisation to thrive in an era where disruption and turbulence are the norm.
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See the disruption and the interruption as 'just' information. Something is trying to get your attention. Maybe this team member is actually speaking out something that other team members think and feel, but are not (yet) speaking out. Be grateful that there is interruption - it is better to have concerns, tension and resistance out in the open. Then you can engage with it. Viewing disruption and interruption as 'just' information (it is neither positive nor negative) can help you to be open, curious and non-judgemental. This in turn helps you to ask clarifying questions and understand motives and intentions.

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3 Foster Inclusion

Creating an inclusive environment can mitigate disruptions by ensuring everyone feels heard. Start the meeting by encouraging all members to share their thoughts and make it clear that every opinion is valuable. When someone is prone to interrupting, ask for their input at specific times. This gives them a platform to express themselves without derailing the conversation. Additionally, rotating meeting roles such as timekeeper or note-taker can give a disruptive member a sense of responsibility that may curb their interruptions.

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4 Address Directly

If disruptions continue, address the issue directly but respectfully . Pull the team member aside after the meeting to discuss their behavior and its impact on the group. Use "you" statements sparingly to avoid sounding accusatory; instead, focus on how the team as a whole is affected. Offer constructive feedback and work together to find solutions that will help them contribute more effectively. This direct approach shows that you're committed to resolving issues and maintaining a productive team dynamic.

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Rodrigo Duarte

Gerente de Opera??es de TI | Automa??o e Transforma??o Digital | Líder em Inova??o e Melhoria Contínua
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Quando as interrup??es persistem, uma abordagem direta e respeitosa é necessária. Discutir o comportamento disruptivo de maneira privada e focar no impacto para o grupo é uma estratégia eficaz. Oferecer feedback construtivo e colaborar na busca de solu??es mostra um compromisso com a manuten??o de uma dinamica produtiva na equipe. Essa abordagem n?o só resolve o problema imediato, mas também fortalece a coes?o do grupo a longo prazo.

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5 Implement Strategies

Implement specific strategies during meetings to manage interruptions. For example, use a "talking stick" method where only the person holding an object may speak, or establish a signal for when someone is going off-topic. These tactics can help maintain order without singling anyone out. Additionally, setting aside time for open discussion at the end of the meeting can provide an outlet for any lingering thoughts or concerns, reducing the urge to interrupt during the main agenda.

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6 Encourage Reflection

Finally, encourage self-reflection within the team . After meetings, ask members to consider how their behavior contributes to the group's success or challenges. This can be done through anonymous surveys or open discussions. By reflecting on their actions, individuals are more likely to recognize disruptive habits and work on them. Encouraging this type of self-awareness not only helps in managing interruptions but also fosters personal growth and a stronger, more cohesive team.

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Rodrigo Duarte

Gerente de Opera??es de TI | Automa??o e Transforma??o Digital | Líder em Inova??o e Melhoria Contínua
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Promover a auto-reflex?o entre os membros da equipe é uma prática poderosa. Após as reuni?es, encorajar os membros a refletirem sobre como seu comportamento contribui para o sucesso ou desafios do grupo pode aumentar a consciência individual e coletiva. Essa auto-reflex?o, que pode ser facilitada por meio de pesquisas an?nimas ou discuss?es abertas, n?o só ajuda a gerenciar interrup??es, mas também promove o crescimento pessoal e uma equipe mais coesa.

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Jo Boniszewski

Transformational leadership coach | Executive & Team Coaching | Author ??? | Helping you, your team and your organisation to thrive in an era where disruption and turbulence are the norm.
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Two simple questions which can support self reflection at the end of a meeting with the whole team are: 1) What behaviour of mine supported this meeting well/ worked well this time? 2) What behaviour of mine did not support this meeting so well/ did not work so well this time? At the end of the meeting, invite each team member to take a couple of minutes to reflect on their own behaviour. Invite them to answer the questions briefly and succinctly in 1-2 sentences. After individual reflection, you could invite team members to reflect in pairs, before sharing their reflections with the whole team.

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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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Paola Quiroz

Bilingual/Supply Chain Operations | Global Cross-Functional Leadership | Lean Six Sigma Black Belt | Data Story Telling | Inventory Lifecycle | Product Owner | Biomagnetism Certified
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In addition to all the bullets above, few things to consider: - be clear of the goal(a) of the project and meeting. It is easier to reel people in when we know what are we pursuing together. - meet with the individual, understand his/her points of view and find the common ground. This might help to build the foundational blocks for the mtg. - if the issue is attitude, look at the person’s eyes, acknowledge his/her participation and ask him/her to give the opportunity to others to contribute. - if the issue persist, at the end of the meeting ask the individual to stay few minutes and talk about specific examples during the meeting and how his/her attitude influence to the overall engagement and participation in the audience.

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Rodrigo Duarte

Gerente de Opera??es de TI | Automa??o e Transforma??o Digital | Líder em Inova??o e Melhoria Contínua
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Além dos pontos abordados, é relevante destacar a importancia de um líder ser um modelo de comportamento. Demonstrar calma, respeito e assertividade durante as reuni?es estabelece um padr?o para os demais membros da equipe. Histórias de sucesso de outras equipes que superaram desafios semelhantes também podem ser inspiradoras e fornecer insights práticos.

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Dealing with a disruptive team member in meetings. How can you effectively manage interruptions?

1

2

3

4

5

6

7

1 Set Expectations

2 Understand Motives

3 Foster Inclusion

4 Address Directly

5 Implement Strategies

6 Encourage Reflection

7 Here’s what else to consider

Team Facilitation

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Dealing with a disruptive team member in meetings. How can you effectively manage interruptions?

1

2

3

4

5

6

7

1 Set Expectations

2 Understand Motives

3 Foster Inclusion

4 Address Directly

5 Implement Strategies

6 Encourage Reflection

7 Here’s what else to consider

Team Facilitation

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感谢您的反馈

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