We've all experienced the frustration of attending unproductive, aimless catchups that seem to go on forever. According to a study by Doodle, 67% of professionals feel that setting a clear agenda can help make meetings more productive.
With a clear and concise meeting purpose statement and well-defined objectives, you can turn things around.
In this guide, you'll see how to craft a meeting purpose statement (complete with objectives) that can transform your meetings into focused and productive sessions that drive results. Read on!
What is a meeting purpose statement?
A meeting purpose statement clarifies the reason for scheduling a meeting, helping participants understand why they should attend and what they should contribute. By having a clear purpose, meetings can avoid becoming lengthy and off-topic.
The purpose statement guides the meeting agenda and streamlines the overall process, enhancing the effectiveness of an organization's meeting culture.
It distinguishes the "why" behind a meeting from the "what" (e.g., the type of meeting). For instance, a one-on-one meeting may be held to improve an employee's understanding of their role in a new project.
Setting a concise purpose allows for focused discussions and helps identify relevant participants.
For example, managers and supervisors may have to attend a meeting to develop a new company policy. This ensures that valuable time is utilized efficiently and relevant stakeholders are engaged in discussions that contribute directly to the intended goals.
Meeting purpose vs. objectives
The terms "meeting purpose" and "meeting objective" may seem similar but have distinct differences. However, they're still interconnected.
Here's a table summarizing the differences between the purpose and objectives of a meeting:
How to write a meeting purpose statement in 4 easy steps
Follow these 4 simple steps to write your next meeting purpose statement.
- Consider the workplace change or situation that occurred
- Select the appropriate type of meeting based on its purpose
- Define the objectives of the meeting to improve communication and collaboration
- Share the purpose of the meeting with team members using clear and concise language
1. Begin by considering the workplace change or situation that occurred
Assess if you can address it without a meeting, ensuring everyone is involved. For example, try to resolve the situation before calling a meeting.
Soorya Radhakrishnan
2. Select the appropriate type of meeting based on its purpose
The purpose of a meeting is determined by the type of meeting you choose. For instance, problem-solving meetings typically aim to resolve workplace issues, while team-building meetings aim to enhance team effectiveness.
There are also other types of meetings to consider, such as decision-making meetings and brainstorming sessions for generating innovative ideas.
Neha Kulshreshtha
3. Define the objectives of the meeting to improve communication and collaboration
Clearly identify the outcomes you want to achieve and write them down. Summarize the main objective in a concise sentence and use simple language. Ensure the objectives are achievable, use action verbs, and explain the benefits of achieving the objective(s).
Another thing to do is determine which crucial metrics you can use to measure the meeting's success. Try to use metrics that are both quantifiable and time-sensitive.
For example, your meeting objective may be for your team to brainstorm 10 new logo ideas before your 1-hour meeting ends.
Soorya Radhakrishnan
4. Share the purpose of the meeting with team members using clear and concise language
Share the purpose at least 24 hours before, allowing participants to prepare. Sharing the purpose helps participants understand why they're attending and ensures everyone approaches the meeting with the same purpose.
Here is an example of how the purpose can be shared via email:
Dear Team,
We will be having a problem-solving meeting on [date and time] to address the recent customer complaints regarding the quality of our products. This meeting aims to identify the root causes of the quality issues, brainstorm potential solutions, and develop an action plan to improve product quality.
By addressing this problem proactively, we aim to enhance customer satisfaction and preserve our business reputation. Your input and expertise during this meeting will be valuable as we work together to find the best solutions.
Please come prepared with any relevant data, insights, or suggestions that you may have regarding the quality issues. Let's collaborate to identify and implement effective measures to ensure the delivery of high-quality products to our customers.
If you have any questions or concerns, please feel free to reach out to me. Thank you, and I look forward to our discussion.
Best regards,
[Your Name]
[Your Designation]
Examples of different meeting purposes
Here are 6 common meeting purposes that can assist you in identifying the purpose of your meeting.
- Introducing new team members or client
- Discussing the status of activities
- Measuring results
- Training new employees
- Brainstorming new ideas
- Making collective decisions
1. Introducing new team members or client
Use these meetings to introduce new team members to their colleagues, aiding integration and fostering a positive work culture.
2. Discussing the status of activities
Meetings can be scheduled to review the progress of ongoing tasks or projects. These meetings are typically concise and aim to provide updates on assigned responsibilities and discuss the next steps.
They also serve as a platform to address team members' challenges in completing their tasks.
3. Measuring results
Meetings can be convened to evaluate the team's performance and measure the outcomes of completed projects. Team members typically present their activities for evaluation by leaders during these meetings.
By discussing achievements, you can identify areas of improvement and provide future direction.
4. Training new employees
After hiring a group of employees, host meetings to onboard them effectively. These sessions focus on acquainting new hires with the company's policies, procedures, and tools.
With Fireflies' conversational intelligence, you can easily provide feedback and coaching to your new hires.
Ayush Kudesia
5. Brainstorming new ideas
These meetings are held to generate and/or refine ideas. Brainstorming sessions can focus on specific topics like fundraising methods.
6. Making collective decisions
Instead of making decisions independently, organize meetings to make decisions collectively. Every team member contributes to the decision-making process by discussing different aspects and evaluating the pros and cons.
This inclusive approach enables informed decisions and promotes teamwork.
Sharing meeting notes and summaries is crucial to promote effective communication and accountability among colleagues after a meeting. Luckily, Fireflies.ai offers an automated solution that simplifies this process.
With Fireflies' Super Summaries, you can review your hour-long meetings using keywords, an overview, an outline, bullet-point notes, and potential action items. They provide valuable insights and actionable items to help progress after the meeting.
5 Examples of meeting purpose statements
Below are 5 meeting purpose statements with clear objectives that you can use to craft your own!
- Staff training meeting
- Project status update meeting
- Sales strategy meeting
- Team building meeting
- Stakeholder consultation meeting
1. Staff training meeting
Purpose Statement: This meeting aims to provide staff members with comprehensive training on the new software system.
Objectives:
- Educate staff members about the key features and functionalities of the software.
- Train staff on how to effectively navigate and use the software.
- Address any questions or concerns regarding the software and provide clarifications.
- Ensure all staff members feel confident and competent in using the software in their daily tasks.
- Establish a support system and resources for ongoing software training and assistance.
2. Project status update meeting
Purpose Statement: The purpose of this meeting is to review the progress and status of the ongoing project and ensure alignment among team members.
Objectives:
- Share updates on project milestones, tasks, and deliverables completed.
- Discuss any challenges or roadblocks encountered and identify potential solutions.
- Review the project timeline and make any necessary adjustments.
- Clarify the roles and responsibilities of team members and ensure everyone is aware of their tasks.
- Obtain feedback and input from team members to improve project performance.
3. Sales strategy meeting
Purpose Statement: The goal of this meeting is to develop an effective sales strategy for the upcoming quarter and align the sales team on key objectives.
Objectives:
- Analyze market trends and customer preferences to identify potential sales opportunities.
- Define specific sales targets and goals for the quarter, considering previous performance.
- Brainstorm and evaluate at least 5 sales strategies and tactics.
- Assign responsibilities and set clear action plans for each team member.
- Establish key performance indicators (KPIs) to measure the success of the sales strategy.
4. Team building meeting
Purpose Statement: This meeting aims to enhance team collaboration and foster a positive work environment.
Objectives:
- Facilitate team-building activities to promote trust and communication among team members.
- Encourage open and constructive dialogue to address any conflicts or challenges within the team.
- Identify and leverage individual strengths and talents for improved teamwork.
- Define team values and norms to guide interactions and decision-making processes.
- Develop action plans to support ongoing team building and cohesion.
5. Stakeholder consultation meeting
Purpose Statement: This meeting aims to gather stakeholders' input and feedback on a proposed project or decision.
Objectives:
- Present the project or decision to stakeholders, providing relevant background information.
- Facilitate an open discussion to allow stakeholders to express their opinions and concerns.
- Gather feedback on the proposed project or decision and consider alternative viewpoints.
- Identify potential risks, challenges, or opportunities associated with the project or decision.
- Reach a consensus or decision based on the input received from stakeholders.
6 Tips for Writing a Good Meeting Purpose Statement
Want to write a clear-cut meeting purpose statement? Keep these useful items in mind:
- Clearly state the purpose of the meeting: Avoid vague statements like "let's have a discussion" and instead explain why the discussion is necessary.
- Keep it concise: Limit your purpose statement to one sentence, avoiding excessive details.
- Avoid vagueness: Don't make the purpose of the meeting simply about having a discussion. Clearly state why the discussion is needed and include specific objectives.
- Identify the underlying needs: Understand if the meeting is truly addressing the team's struggles or if there are other issues, such as communication or resource utilization, that need to be resolved.
- Strike a balance with specificity: To avoid overwhelming attendees, save detailed information for the actual meeting and refrain from giving away too much beforehand.
- Set SMART goals: Break down your purpose statement into specific, measurable, achievable, realistic, and time-bound goals to ensure productive outcomes.
Conclusion
Crafting a clear and focused meeting purpose statement and objectives is essential for effective communication and productivity during meetings.
By following this step-by-step guide, you can ensure that your meetings have a clear direction, everyone understands the goals, and progress can be measured.
Remember to keep the purpose statement concise and the objectives specific and measurable. Happy planning!
