How to Handle Disruptors in Meetings and Workshops (without losing your cool)
Let’s be honest: running a meeting or workshop isn’t always smooth sailing. Sometimes, you get that one person (or a few!) who seem determined to take things off track. Maybe it’s the “HIPPO” (Highest Paid Person’s Opinion) dominating every conversation, someone waffling on and on, or folks glued to their phones. Sound familiar?
If you’re nodding along, you’re not alone. Here’s how to keep your sessions on track, your sanity intact, and maybe even turn those disruptors into your biggest allies.
Start Strong: Prevention is Your Best Friend
You know the saying: “Set it up right and you won’t go wrong.” Before you even get to the tricky stuff, make sure you:
Set clear objectives. What’s this session actually for?
Lay down some ground rules. Do this together or present them upfront - just make sure everyone’s on the same page.
Reward good behaviour. Seriously, adults love gold stars and shout-outs as much as kids do.
The Usual Suspects (and How to Handle Them)
Here are some classic disruptors you might meet - and a few tricks for dealing with them:
1. The Dominator (aka the HIPPO)
What they do: Take over every conversation, sometimes because they’re the boss.
What you can try:
Make it clear that rank doesn’t matter here.
Ask the HIPPO to help set the tone at the start, then encourage them to sit back and let others speak.
Use first-name badges to level the playing field.
If needed, have a quiet word on the side or give them a special job to keep them engaged (and out of everyone else’s way).
2. The Waffler
What they do: Talk in circles, lose focus, or just can’t land the plane.
What you can try:
Keep your objectives and ground rules visible.
Gently redirect (“Thanks, Dave! Let’s pause there and move on to…”).
Stand near them - sometimes just your presence is enough!
If the whole group is flagging, call a break. Tired brains = more waffle.
3. The Group That Won’t Start
What they do: Muck about, stall, or just stare at you blankly when it’s time for group work.
What you can try:
Clarify the task and encourage questions.
Step in early if they’re stuck.
Be honest - if you’re frustrated, say so (nicely). The group will usually rally.
4. The Phone Addicts
What they do: Scroll, text, or check emails mid-session.
What you can try:
Set expectations about devices upfront.
Stand behind them (they’ll usually stop!).
If it’s a group-wide issue, let them set their own rules.
5. The Latecomers
What they do: Drift back from breaks whenever they feel like it.
What you can try:
Set expectations in your invite and at the start.
Always start on time - latecomers will catch up and usually get the message.
6. The Off-Briefers
What they do: Take the conversation off on wild tangents.
What you can try:
Keep the main question (“How do we…?”) visible.
Use eye contact or hand gestures to bring things back.
If needed, check with the problem owner: “Is this worth exploring, or should we get back on track?”
From the Expert:
Let’s bring in some wisdom from Helen Westendorp, expert facilitator at Treehouse:
“Once you’ve mastered the basics of facilitation and have a few events under your belt, chances are you’ll have encountered some form of disruptive behaviour. It’s the most common question I get asked by advanced facilitators – how do I deal with [dominating voices, waffling, side conversations, etc.]? There’s a very real fear about how to manage disruption.
You have a duty of care to the participants of the workshop so that they can participate freely in pursuit of the outcome, and you have a job to do for the problem/opportunity owner. You have a responsibility to facilitate effectively, and this means sorting out disruptive behaviour for the good of the group and task.
As with many things, prevention is better than cure – choosing your participants carefully, setting off right and being given the permission to lead the event by the owner are all essential. With these in place, the chance of any disruptive behaviour is vastly reduced.”
Helen and her team have got a whole toolkit of clever ways to handle disruptors - but she’s not giving away all her secrets here! If you want to really master this stuff, check out the Facilitating Better Workshops course at Treehouse.
When to Step In (and How to Handle the Conversation)
Sometimes, despite your best efforts, someone’s behaviour is really affecting the group. Here’s how to handle that tricky conversation:
Pick your moment: Have the conversation privately, ideally during a break. Never call someone out in front of the group unless absolutely necessary.
Stay calm and neutral: Focus on the behaviour, not the person. Use “I” statements (“I’ve noticed…” or “I’m concerned that…”).
Show empathy: Ask if there’s anything going on that’s making it hard for them to participate constructively.
Be clear about the impact: Explain how their behaviour is affecting the group or the outcomes.
Invite collaboration: Ask for their perspective and work together on a solution (“How can we make sure everyone gets a chance to contribute?”).
Set expectations: Be clear about what needs to change, but keep it supportive. Most people respond well to a direct but kind approach.
If you need more on tricky conversations, check out these guides on difficult conversations in meetings, navigating workplace conversations, and developing trust through courageous conversations from Treehouse.
Final Tips
Stay Calm and Professional: Your demeanour sets the tone.
Be Honest: If you’re struggling, say so - groups often rally to support the facilitator.
Seek Support: Don’t be afraid to involve the problem owner or a co-facilitator if needed.
Managing disruptors is just part of the facilitator’s toolkit. With clear expectations, a bit of humour, and the confidence to step in when needed, you can keep your sessions on track and maybe even have a bit of fun along the way.
Want to Go Deeper? Further Reading & Resources
Facilitating Better Workshops – Treehouse: Treehouse’s flagship course for mastering facilitation.
Treehouse Facilitation Training: Develop in-house meeting and workshop facilitation skills.
Handling Difficult Workshop Participants: Facilitator Tips: Practical strategies for common disruptor types.
Expert Tips for Facilitating with Challenging Participants: In-depth advice on managing group dynamics.
The Top 11 Most Recommended Facilitation Books: Essential reading for facilitators.
Facilitation Techniques: Empowering Effective Group Interactions: Overview of facilitation methods and tools.