WHY are we here? How to state the PURPOSE of a MEETING (correctly)

Summary

In this insightful discussion, Rob from Hugo explores the critical importance of clearly defining the purpose of meetings. He introduces the SMART framework—Specific, Measurable, Attainable, Realistic, and Time-bound—as essential guidelines for setting effective meeting goals. By emphasizing that the purpose is about why a meeting is held, rather than just its title, Rob illustrates how to craft precise objectives that facilitate productive discussions. He encourages including this purpose in meeting invites to enhance clarity and focus, ultimately leading to more effective teamwork and communication.

Takeaways

• 😀 The purpose of a meeting is to understand why it is being held, not just what it's titled.
• 🤝 One-on-one meetings should focus on employee well-being, conflict resolution, feedback, and career goals.
• 📋 Clearly stating the purpose of a meeting helps all participants know their roles and expectations.
• 🔍 Goals should be specific; for instance, rather than just sharing information, aim to decide on a budget.
• ✅ Meeting goals should be measurable to determine if they were achieved by the end of the session.
• 🗂️ Attainable goals are essential; ensure necessary data and stakeholders are present for decision-making.
• 🕒 Realistic goals should consider the time allocated and the number of participants involved.
• ⏳ All meetings should have a clear start and end time to maintain efficiency and focus.
• 📅 Always include the meeting purpose in the invitation and description for clarity.
• 💡 Regularly applying the SMART criteria can enhance the effectiveness of meetings.

Q & A

What is the primary focus of the meeting according to the transcript?

The primary focus of the meeting is to understand and clearly state the purpose behind it, rather than just relying on the meeting title.

What does the acronym SMART stand for in the context of setting meeting goals?

SMART stands for Specific, Measurable, Attainable, Realistic, and Time-bound.

How should the purpose of a one-on-one meeting be defined?

The purpose of a one-on-one meeting should focus on aspects such as checking in on happiness levels, discussing workplace conflicts, providing feedback, and addressing career goals.

What makes a meeting goal specific, according to the speaker?

A meeting goal is specific when it clearly defines what is to be accomplished, such as deciding on the budget and venue for a team retreat.

Why is it important for a meeting goal to be measurable?

It's important for a meeting goal to be measurable so that there is a clear way to determine if the goal has been achieved, allowing for a binary yes or no answer.

What is the difference between attainable and realistic goals in a meeting?

Attainable goals focus on whether the goal can be met during the meeting given the available resources, while realistic goals consider whether the goal can be achieved within the time allotted and the context of the meeting.

What should be done if key information or stakeholders are missing for a meeting?

If key information or stakeholders are missing, it is advisable to reschedule the meeting or adjust the meeting goals accordingly.

How can meeting organizers communicate the purpose effectively?

Meeting organizers can communicate the purpose effectively by including a clear purpose statement in the meeting invite and description.

What role does timing play in setting meeting goals?

Timing is crucial because all meetings should have defined start and end times, and goals should be set to be achievable within that timeframe.

What overall recommendation does the speaker make for all meetings?

The speaker recommends stating the purpose of each meeting clearly to ensure everyone understands why they have been invited, thereby enhancing meeting effectiveness.