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How can you create a sense of purpose in meetings?

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Meetings are an essential part of any organization, but they can also be a source of frustration and boredom if they lack a clear purpose and direction. As a supervisor, you have the responsibility and the opportunity to create a sense of purpose in your meetings, which can boost the motivation and engagement of your team members. In this article, you will learn some practical tips on how to do that, such as setting specific goals, using agendas, inviting feedback, and following up.

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Liza Cumming

Senior HR Leader | Driving Culture Change | Building High-Performing Teams | Psychology Degree | Diversity Advocate…

1 Set specific goals

Before you schedule a meeting, you should have a clear idea of what you want to accomplish and why. Having specific goals will help you plan the agenda, select the participants, and allocate the time and resources. It will also help you communicate the purpose of the meeting to your team and keep them focused on the desired outcomes. For example, instead of saying "We need to talk about the project", you could say "We need to review the progress, identify the challenges, and assign the next steps".

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2 Use agendas

An agenda is a tool that can help you structure your meeting and create a sense of purpose. An agenda should include the following elements: the date, time, and location of the meeting, the list of participants, the objectives and topics to be discussed, the time allocated for each topic, and the expected actions and decisions. You should share the agenda with your team in advance and invite them to suggest any additions or changes. This way, you can ensure that everyone is prepared and has a voice in the meeting.

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3 Invite feedback

Another way to create a sense of purpose in your meetings is to invite feedback from your team members. Feedback can help you assess the effectiveness of your meetings, identify the strengths and weaknesses, and improve your future performance. You can ask for feedback in different ways, such as using surveys, polls, or verbal questions. You should also encourage your team to share their opinions, ideas, and concerns during the meeting, and listen to them with respect and openness. By inviting feedback, you can show your team that you value their input and that you are willing to learn and grow.

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Liza Cumming

Senior HR Leader | Driving Culture Change | Building High-Performing Teams | Psychology Degree | Diversity Advocate ?????
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Inviting radical candour and specific constructive feedback, takes getting really honest with yourself, letting go of your ego and being willing to be “wrong”. Nothing is entirely “right” or “wrong” - without being truely open to feedback, we miss the valuable contributions of people we don’t instantly agree with and the opportunity to do things differently. Once you open up the meeting for feedback - the conversation ownership moves from the organiser of the meeting, to the whole group. When everyone sees the value in the discussion, outcomes are much more successful and long-lasting. And now you will have shared accountability.

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4 Follow up

The last tip to create a sense of purpose in your meetings is to follow up with your team after the meeting. Following up means that you summarize the main points, actions, and decisions of the meeting, and share them with your team in a written form, such as an email or a memo. You should also assign responsibilities and deadlines for the tasks and projects that were agreed upon, and monitor their progress and completion. By following up, you can ensure that your team understands the purpose of the meeting, and that they are accountable and committed to achieving the goals.

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Liza Cumming

Senior HR Leader | Driving Culture Change | Building High-Performing Teams | Psychology Degree | Diversity Advocate ?????
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Everyone loves to do a good job- (If they don’t - you need to help them find the value in what they are doing or help them move on to something that better suits them!) In order for people to feel like they are kicking goals - make the goal posts clear! 1. Give clear actionable, time-bound goals (Did you know that many people, particularly neurodiverse friends struggle with ambiguous timelines? Don’t fall into the trap of thinking you are being kind by not giving clear deadlines. They can always be revised but be clear from the outset and set your team up for success). 2. Check-in on how they are going at the next meeting. Don’t leave them running a marathon, without taking the opportunity to cheer them on or offer water along the way!

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Liza Cumming

Senior HR Leader | Driving Culture Change | Building High-Performing Teams | Psychology Degree | Diversity Advocate ?????
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Along with setting a clear purpose, goals and agenda for each and every meeting - carefully consider the value of everyone’s time. Someone once told me to calculate the rem costs of everyone in the room during a meeting. Do it! It’s a powerful reminder of the cost to your business to have 5-10+ employees sit in a room unengaged! Ask yourself - can this meeting be an email? Can anyone be optional or opt out of part of the meeting? Is there a way I can get my point across more efficiently/effectively? How can I provide air-time for diverse perspectives by drawing on the expertise of team members who have been socialised to take up less space? We are ALL accountable, not just the meeting organiser. How can YOU change YOUR approach?

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How can you create a sense of purpose in meetings?

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1 Set specific goals

2 Use agendas

3 Invite feedback

4 Follow up

5 Here’s what else to consider

Supervisory Skills

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How can you create a sense of purpose in meetings?

1

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1 Set specific goals

2 Use agendas

3 Invite feedback

4 Follow up

5 Here’s what else to consider

Supervisory Skills

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