Meetings that don’t waste your time
Have you ever been in a meeting and asked yourself, why am I here? Or, even worse, have you ever left a meeting thinking, “well, that was a waste of my time?” One way to make sure this doesn’t happen to you in a meeting you’re running is to make sure, at the beginning of the meeting you clearly spell out the INTENTION of the meeting.
Quick Answers: Meeting Intentions
What are meeting intentions?
Meeting intentions clearly define the purpose and desired outcome of a meeting, such as making a decision, aligning stakeholders, or generating ideas.
Why are meeting intentions important?
Clear meeting intentions reduce wasted time, improve focus, and ensure meetings end with meaningful outcomes rather than open-ended discussion.
How do meeting intentions improve meetings?
When intentions are defined in advance, participants arrive prepared, discussions stay on track, and next steps are easier to identify and follow through.
What happens when meetings lack clear intentions?
Meetings without clear intentions often run long, lose focus, and fail to produce actionable results.
Meeting Intentions at a Glance
- Define the purpose of the meeting
- Clarify the desired outcome
- Set expectations for participation
- Keep discussions focused
- Make follow-up actions clearer
What Is a Meeting Intention?
A meeting intention defines the exact reason for a meeting, what the participants are expected to achieve, and the outcome that should be accomplished by the time the meeting ends. It clarifies the meeting’s goal and sets clear expectations for everyone involved.
A meeting intention might sound like this:
The intention of this meeting is to finalize the plan for [insert appropriate verbiage] within the organization.
The meeting intention is verbalized by the facilitator at the start of the meeting and written in a visible location so participants can reference it throughout the discussion. This ensures everyone is aligned and establishes a strong foundation for a successful meeting.
How Meeting Intentions Improve Meeting Facilitation
Clearly outlining a meeting intention makes facilitation significantly easier. The intention acts as a guide to ensure that conversations, agenda items, and activities remain focused on achieving the desired outcome.
A simple facilitation check is to ask:
“Is what we are doing supporting the intention of the meeting?”
If the answer is yes, the discussion should continue. If not, the topic can be parked and revisited later. This approach helps keep meetings on track and prevents unnecessary detours.
Related: Facilitation Skills: How to Be a Good Facilitator
Why Meeting Intentions Are So Effective
Meeting intentions are a simple yet powerful technique. When participants understand the desired outcome and have a clear mechanism to stay focused on that outcome, meetings become more productive and purposeful.
If you’re a facilitator, try using meeting intentions in your next meeting. Even if you’re not leading the session, asking “What is the intention of this meeting?” can immediately improve clarity and alignment. It’s a small change that can make a significant difference.
Related: Meeting Preparation Tips: How to Run Effective Meetings
Frequently Asked Questions About Meeting Intentions
A meeting intention defines why the meeting exists and what outcome is expected, while an agenda outlines how the meeting time will be used.
A clear meeting intention states the purpose, desired outcome, and level of decision or alignment needed in one concise sentence.
Yes. Even short or recurring meetings benefit from a clear intention to ensure time is used effectively.
Yes. Meetings with defined intentions tend to be shorter and more focused because discussions are guided toward a specific outcome.
The meeting organizer or facilitator is typically responsible for defining and communicating the meeting intention in advance.
