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It may seem unnecessary to discuss the purpose of meetings, but it is a question that has probably occurred to you when you are in the middle of a long, boring meeting: ‘Why am I here? What are we actually achieving?’ So before the meeting starts, you need to work out what you want to achieve during the meeting.

Asking ‘What is the purpose of this meeting?’ is probably the most important question that you can ask as you plan, prepare for or go into a meeting: what is its aim? What exactly are you trying to achieve? One thing is certain: if you don’t know the purpose of your meeting before you begin it, it’s unlikely that you’ll achieve a purpose while the meeting is taking place and before it ends. Further, how will you know if the meeting had been successful if you don’t know what you’re aiming to achieve?

Here are some possible aims of meetings:

▪ to give information, e.g. to inform colleagues of progress or introduce new products or services

▪ to review progress on a project

▪ to negotiate details of a contract

one minute wonder Think of the next meeting you are to attend. What is its purpose?

▪ to negotiate arrangements, e.g. financial or in politics

▪ to discuss a proposal for a future project

▪ to assess and evaluate different strategies or ways of dealing with a problem or a dispute

▪ to review and approve a certain course of action or a set of accounts

▪ to come to a decision on a proposal and agree what to do next

▪ to choose new members of a committee, board, leadership group, etc.

▪ to listen to or give a talk or presentation on a subject

▪ to develop a sense of team identity and encourage more effective teamwork

Keep the aims of your meeting simple and clear.