How to Handle Awkward Meeting Moments Like a Pro

We’ve all been there. In a meeting, being productive, when all of a sudden…BOOM. That awkward moment happens. Maybe it’s an uncomfortable silence or a technical glitch. Maybe it’s a heated exchange or a passive aggressive comment. These moments can have a significant impact on a meeting. But if they’re handled correctly, they’ll become forgettable instead of a complete derailment.

Whether you’re the one leading the meeting, supporting the meeting, or just participating, knowing how to navigate these situations can make you look poised, professional, and in some cases, heroic. Here are a few of the most common awkward meeting moments and how to handle them:

Silence…

Your notes are prepped and you’ve even added discussion questions! You pose one of those questions to the group, ready to get the discussion started. But instead of a lively response, you’re met with blinking eyeballs and closed mouths. And then it starts to get… uncomfortable.

How to handle it:

• Give it a few seconds. People may be thinking, so don’t rush to fill the silence too quickly.
• Rephrase the question. If no one responds, try simplifying or reframing it. “Let me put it another way…”
• Call on someone… gently. If you know someone has insight, invite them in. “Alex, you worked on this. What is your take?”
• Use humor if appropriate. A lighthearted comment like, “I promise this is not a trick question!” can ease tension.

Silence does not always mean people are disengaged. Sometimes, they just need a nudge.

The Accidental Over-Talker

This is common in any kind of meeting, but it’s especially common in virtual meetings where microphones are turned on for everyone. Two (or more) people start speaking at the same time and then it’s a battle of the “Oh sorry, you go ahead, you first, etc.” This isn’t necessarily awkward, but rather frustrating and… kind of annoying. 

How to handle it:

• If you’re moderating, step in. “Let’s hear from Maria first, and then we will go to Jason.”
• If you are involved, step aside. “Jacqui, you go ahead. I’ll follow if I have something to add.”
• If this is a frequent occurrence, consider using hand raises, the chat function, or the Q&A function in your meeting platform.

A simple acknowledgment and quick resolution prevent this from disrupting the flow.

The Technical Glitch

In virtual meetings, tech failures are almost inevitable. Someone freezes mid-sentence, the screen share won’t work, someone speaks while they’re on mute, or the connectivity drops. It happens to everyone. 

How to handle it:

• For minor issues, stay patient and lighthearted. “Looks like we lost Steve for a second. Let’s give him a moment.” If your team is close, take a screenshot to use as a joke for later.
• For persistent problems, consider recording the meeting so that the person having technical issues can return to the meeting content later. You could also consider rescheduling or setting aside some time for follow-up.
• For your own issues, quickly acknowledge and pivot, doing your best not to disrupt the meeting.

Tech troubles are normal. Keeping a relaxed attitude prevents them from throwing the meeting off.

The Inappropriate or Off-Topic Comment

Sometimes, a colleague makes a joke that falls flat, shares an irrelevant anecdote, or worse, says something that makes people visibly uncomfortable. 

How to handle it:

• For minor distractions, a polite redirect works. “That’s an interesting story, but let’s get back to the agenda.”
• For inappropriate comments, if the remark is borderline inappropriate, try a neutral correction. “Let’s keep the focus on today’s topic.”
• For serious issues, if a comment is offensive or creates discomfort, address it privately after the meeting. “Hey, I wanted to bring up something you said earlier. I don’t think it landed as intended.”

Handling it professionally keeps the meeting moving without escalating tension.

The ‘Wait, What’s Happening?’ Moment

Someone joins late and asks about something already covered, or they contribute something totally unrelated, throwing everyone off track.

How to handle it:

• If they ask for a recap, keep it brief. “We covered that topic earlier, but we can send a quick summary afterward. Or we can hang for a couple extra minutes once the meeting wraps.”
• If their input is off-topic, guide them back. “That’s a great point, but right now, we’re focused on the current topic.”

This avoids unnecessary repetition while keeping them in the loop.

The Side Conversations or Background Noise

In both in-person and virtual meetings, some people forget they’re not on mute, or side conversations start to take over. And every once in a while, you might even hear someone ordering their lunch while they’re on a call. 

How to handle it:

• If there is background noise, a quick “Hey, I think we’re picking up some noise from somewhere. Can everyone make sure their mics are muted?” usually works. If needed, the host can use the Mute All functionality to turn off all participants’ microphones. 
• For side conversations, bring attention back to the group. “I would love to hear from everyone. Let’s focus on the main discussion.”
• If someone keeps interrupting, a firm but polite “Let’s let Sarah finish her point” helps maintain order.

Managing distractions respectfully ensures a smoother meeting experience.

The Neverending Meeting

The agenda is finished, but the conversation lingers. People start repeating points, or someone keeps bringing up unrelated issues.

How to handle it:

• Set clear closing signals. “Great discussion. Before we wrap, let’s confirm the action items.”
• Redirect lingering conversations. “Let’s take that offline and follow up separately.”
• Give a hard stop. “I know we are at time, so let’s continue this in our next meeting.”

Being assertive prevents meetings from dragging on unnecessarily.

Conclusion

Awkward moments in meetings are inevitable, but they don’t have to be derailing. Whether it’s a long silence, a tech mishap, or an off-topic tangent, it’s important to stay calm, cool, professional, and focused. Be confident. Be accommodating. Be kind. When it makes sense, be funny. And follow these tips to get your meeting back on the right track. 

Kadi McDonald is a freelance writer, marketing strategist, and proud Cleveland sports fan.