People multitasking during meetings

Acknowledge the Distraction

Gently address the situation. Say something like, "I notice some people are checking devices. Let's take a quick pause to ensure everyone's fully present."

Reiterate the Meeting Objective

Remind everyone of the meeting's purpose and why their input is valuable. For example, "Just a reminder that we're here to [state the objective], and your insights are crucial for achieving that."

Offer a Break (If Needed)

If the meeting is lengthy, suggest a short break to allow participants to catch up on emails or other tasks. "We've been going for a while. Let's take a 5-minute break to check emails and then come back refreshed."

Reinforce Participation Expectations

Clearly state the expectation for active participation. "To make this meeting most effective, I'd like everyone to be fully present and engaged. Please minimize distractions and contribute actively."

Ask Direct Questions

Call on individuals who appear disengaged to share their thoughts. This encourages them to refocus. "[Name], I'd be interested to hear your perspective on [specific topic]."

Make the Meeting More Interactive

Incorporate activities that require active participation, such as polls, brainstorming sessions, or quick group discussions. "Let's take a minute to brainstorm some solutions. I'll put the prompt in the chat and give everyone 2 minutes to add their ideas."

Summarize Key Points Regularly

Periodically summarize the main points discussed to ensure everyone is on the same page. "Just to recap, we've discussed [key point 1], [key point 2], and [key point 3]. Does anyone have any questions or comments on these points?"

Address the Root Cause (If Possible)

If you suspect the meeting content is irrelevant to some, ask for feedback. "Is there anything we can do to make this meeting more relevant and valuable to everyone? Are there specific topics you'd like to discuss or different formats you'd prefer in future meetings?"

Consider the Meeting Format

Evaluate if the meeting format is conducive to engagement. Could it be shortened, restructured, or replaced with a different communication method? "After the meeting, I will be sending out a survey to get feedback on the meeting format and content to make sure we are using everyone's time effectively."

Follow Up Privately (If Necessary)

If the multitasking persists, have a private conversation with the individual to understand the underlying reasons and address them constructively. "I noticed you seemed a bit distracted during the meeting. Is there anything I can do to support you in being more present in future meetings?"