Managing Meetings - Handling Multiple Conversations

Karen Porter, The Administrative Professional Job Performance and Career Success Coach™

and Founder and President

of The Effective Admin

"With almost 24 years experience interacting with the 'real' workplace and working administrative professionals -- including holding former admin pro level positions (and higher levels) myself at multiple different employers, -- I am well aware of the substantial job you and your administrative professional colleagues perform daily.

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Managing Meetings. You're in charge of conducting and facilitating a meeting. But you have a problem. Others are holding mini meetings--side conversations--while you're trying to conduct the only meeting that should be happening in the room. Here's how to handle side conversations during your meeting.

Get more articles and tips about meeting and event planning.

Managing Monsters in Meetings - Part 2, Multiple Conversations

By Steve Kaye

Side conversations ruin meetings by destroying focus and fragmenting participation.

Approach 1: Ask for cooperation

Start by asking everyone to cooperate. Look at the middle of the group (instead of at the talker) and say:

"Excuse me (pause to gain everyone's attention). I know all of your ideas are
important. So, please let's have one speaker at a time."

"Excuse me. I'm having difficulty hearing what [contributing participant] is saying."

"There seems to be a great deal of interest for this issue. Could we have just one
speaker at a time?"

These statements diplomatically acknowledge that a side conversation is occurring without naming the participants or putting them on the spot. Hostile statements, such as: "Hey you! Stop that!" will create hard feelings that undermine your effectiveness as a leader.

Approach 2: Change the process

If side conversations continue, change the rules to make cooperation more
convenient. For example, you could use a speaking prop.

A speaking prop is an object that entitles the holder to speak. When the person
finishes speaking, the prop is passed on to the next person who wants to speak.
Possible props include a gavel, paper cup, or toy. If you are working on a
controversial issue, select a soft object, such as a teddy bear or foam ball. It reduces stress and potential injury (if thrown).

Introduce the new process by saying:

"We seem to have a lot of enthusiasm for this issue. So, let's decide that only the person holding the gavel (cup, teddy bear, foam ball) may speak. Is that okay?"

Notice this statement begins with a complimentary acknowledgment of the situation (multiple conversations) followed by a suggestion and ends with a request for cooperation.

Use these techniques to regain control of your meeting.

This is the second of a seven part article on Managing Monsters in Meetings.

About the author:
IAF Certified Professional Facilitator and author Steve Kaye works with leaders who want to hold effective meeting. His innovative workshops have informed and
inspired people nationwide. His facilitation produces results that people will
support. Sign up for his free newsletter at http://www.stevekaye.com. Call 714
-528-1300 or visit his web site for over 100 pages of valuable ideas.