How To Take Control Of A Meeting

Meetings can easily go off the rails if the meeting leader isn’t careful. Whether it’s due to side conversations, time mismanagement, or an unclear agenda, losing control of a meeting can frustrate participants and waste valuable time.

8 Common ways meetings can spiral out of control and practical tips on how to retake control.

1. No Clear Agenda

How You Lose Control:
Without a clear agenda, the meeting lacks direction. Discussions meander, and participants may bring up unrelated issues, causing confusion and disorganization.

How to Take Control:

• Create a focused agenda with specific topics and time slots for each. Share it in advance so attendees know what will be discussed and can prepare accordingly.
• Stick to the agenda during the meeting and use it as a reference point if the conversation drifts.

2. Going Off-Topic

How You Lose Control:
Off-topic discussions can take over, leading to long, unfocused conversations that detract from the meeting’s primary goals.

How to Take Control:

• Politely redirect the conversation when it goes off track. Say something like, “That’s a good point, but let’s save it for later and focus on the agenda for now.”
• Park tangential issues in a “parking lot”—a place to note ideas to revisit later if time allows or in a separate meeting.

3. Dominating Personalities

How You Lose Control:
When one or two people dominate the conversation, others may disengage, and critical perspectives may be left out.

How to Take Control:

• Encourage balanced participation by actively asking quieter participants for their input. Use prompts like, “Let’s hear from someone who hasn’t spoken yet.”
• Set ground rules at the start of the meeting, such as time limits for each speaker, to avoid any single person monopolizing the discussion.

4. Side Conversations

How You Lose Control:
Side conversations between participants can be distracting and disrupt the flow of the meeting, leading to a loss of focus.

How to Take Control:

• Address the issue directly but politely, saying something like, “Can we keep the discussion to one conversation so everyone can hear?”
• Ensure the meeting stays engaging by keeping discussions concise and ensuring that everyone feels involved, reducing the likelihood of people losing interest and engaging in side chatter.

5. Unclear Roles and Responsibilities

How You Lose Control:
If people don’t know their roles in the meeting, they may not participate effectively, leading to confusion and lack of accountability.

How to Take Control:

• Assign roles ahead of time, such as facilitator, timekeeper, and note-taker, so everyone knows their responsibility.
• Be clear about who is responsible for each action item by the end of the meeting to ensure accountability.

6. Poor Time Management

How You Lose Control:
Allowing the meeting to drag on too long or not keeping track of time can cause frustration and lead to important topics being missed.

How to Take Control:

• Set time limits for each agenda item and stick to them. If a discussion is taking too long, suggest moving it to a separate follow-up or adjusting priorities in real-time.
• Use a timekeeper to stay on track, or periodically remind the group how much time remains.

7. Lack of Engagement

How You Lose Control:
If participants aren’t engaged or feel their input isn’t valued, they may disengage, leading to lackluster discussions and poor outcomes.

How to Take Control:

• Ask open-ended questions and encourage contributions from everyone in the room, particularly those who haven’t spoken.
• Keep the meeting interactive by breaking up long presentations with questions, polls, or short activities.

8. No Clear Conclusion or Follow-Up

How You Lose Control:
Ending a meeting without clear action steps leaves participants uncertain about next steps, leading to confusion and lack of follow-through.

How to Take Control:

• Conclude the meeting with a summary of key decisions and action items. Clarify who is responsible for each task and establish deadlines.
• Send out a follow-up email summarizing the meeting and next steps to ensure everyone is aligned.

Losing control of a meeting can be frustrating, but by recognizing these common pitfalls and taking proactive measures, you can ensure your meetings stay productive and focused. With clear agendas, active participation, and effective time management, you’ll lead meetings that achieve their goals and keep everyone engaged.