Meetings present a maze of problems

If you want to get the most out of the meetings you lead, you must know how to manage different situations as they come up. Any group of people working together will bring a wide range of needs and abilities that you can direct, much like a traffic cop at a busy intersection.  

Before we look at some problem situations, let's consider the important leadership characteristics that establish a healthy, participative atmosphere. Without these, your meeting may never get off the ground.
 

Don't use your meetings to get on your pulpit or podium. Be positive and encouraging by looking for the merit in people's comments and by encouraging incomplete, unusual or hesitant ideas.

Now lets look at some familiar problems and how to handle them, as discussed in the book, "How to Make Meetings Work," by Michael Doyle and David Straus.

Ask for suggestions on what to do next. If nothing is offered, make a suggestion yourself and check out their acceptance. Or, ask each individual for his or her thoughts at the moment.  

It may be a good time to summarize what has happened up to this point. You might even suggest a short stretch or break, or ask them if it's time to move on to the next point. The important thing is to stay on their wavelength.

Don't play favorites, either, even if the interrupter is a VIP. You could say, "Please hold on to your idea a moment, Frank. Let's let Mary finish what she was saying."

They may have a lot of good ideas to offer, but lose them on a restless audience. Force yourself to listen for a useful idea. Then, wait for a natural pause or break, confirm your understanding of the point in the story and ask someone else for an opinion.

Paraphrase the attacker's idea, but leave out the personal references. Attack: "Where did you get an idea like that? You obviously haven't had any experience dealing with that department."  

Your paraphrased response: "Let's make sure we are capturing your criticisms. You feel that this suggestion is unrealistic and unworkable?"

Look directly at the conversers. If that doesn't work, say, "It looks like you have some ideas on this. Would you like to share them with the group?" Don't embarrass them, or the group may protect them and turn against you.

You could try to bring her into the discussion by saying, "Claudia, I'd like to hear your ideas on this. I'll give you a moment to think. How about you, Jerry?"