Meetings are a staple of the workplace, but without a clear purpose, they can quickly become unproductive, time-consuming, and frustrating for attendees. Before scheduling your next meeting, it's crucial to define its objectives to ensure efficiency and engagement.
According to David Allen, creator of the Getting Things Done (GTD) methodology, meetings serve five key purposes:
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- To give information
- To get information
- To develop options
- To make decisions
- To foster human connection
Some meetings may have only one purpose, while others may combine multiple objectives. However, identifying and communicating the meeting’s intent increases the likelihood of achieving meaningful outcomes.
1. Giving Information: Keeping Everyone on the Same Page
Not all meetings require back-and-forth discussion—sometimes, they are simply informational briefings designed to keep teams informed.
🔹 Example:
"I've brought you all together today to update you on the upcoming regulatory audit. I want you to leave here with a clear understanding of what to expect and how to prepare."
✔ Best Practices:
✅ Provide a clear agenda in advance so attendees know what will be covered.
✅ Use slides, reports, or handouts to reinforce key points.
✅ Leave time for clarifying questions, even if discussion isn’t the focus.
If the only purpose is to share information and no immediate discussion is needed, consider whether an email update or recorded video message could be just as effective.
2. Getting Information: Gathering Insights and Feedback
Sometimes, a meeting’s goal is to collect information from different departments, teams, or stakeholders to improve decision-making.
🔹 Example:
"We've invited you all here to discuss challenges you've encountered during the new software implementation. Your feedback will help us address key issues before the full rollout."
✔ Best Practices:
✅ Create open-ended discussion questions to encourage valuable input.
✅ Assign a note-taker or use collaboration tools to capture feedback.
✅ Ensure participation by asking individuals for their insights rather than relying only on the most vocal attendees.
This type of meeting is most effective when the right stakeholders—those with direct knowledge and experience—are present.
3. Developing Options: Brainstorming and Problem-Solving
Brainstorming sessions are essential when a problem arises and multiple solutions need to be explored. These meetings should encourage creative thinking and idea-sharing without immediate judgment.
🔹 Example:
"We need to explore alternative solutions to the supply chain delays affecting our product launch. Let’s take the next hour to generate potential workarounds."
✔ Best Practices:
✅ Use brainstorming techniques, such as mind mapping or round-robin discussions, to generate ideas.
✅ Set ground rules: suspend criticism during idea generation to foster creativity.
✅ Document all suggestions and prioritize the most feasible options for further review.
This type of meeting should be highly interactive, with the facilitator guiding the discussion while ensuring all voices are heard.
4. Making Decisions: Driving Action and Accountability
Decision-making meetings are crucial when a group consensus or approval is needed before moving forward with a plan.
🔹 Example:
"We’ve evaluated three potential vendors for our new laboratory equipment. Today’s goal is to compare options and finalize our selection."
✔ Best Practices:
✅ Prepare and distribute all relevant data ahead of time to ensure informed discussions.
✅ Use a structured decision-making process (e.g., voting, ranking, or SWOT analysis).
✅ Clearly define who has the final say—consensus is ideal, but some decisions may require executive approval.
To avoid wasted time, ensure the necessary decision-makers are present so final approval isn’t delayed.
5. Fostering Human Connection: Strengthening Team Relationships
Not all meetings are about business objectives—some serve as relationship-building opportunities to strengthen team morale and communication.
🔹 Example:
"We could have sent an email, but we wanted to bring everyone together for a brief meeting to welcome our new hires and build team connections."
✔ Best Practices:
✅ Plan engaging activities such as icebreakers or casual discussions.
✅ Keep the agenda light and informal—this is about human interaction, not heavy decision-making.
✅ Acknowledge and appreciate team members’ contributions.
These meetings are essential for remote teams, newly formed departments, or organizations undergoing significant changes, as they help build trust and collaboration.
Making Meetings More Productive: A Checklist for Success
Before scheduling a meeting, ask yourself:
✔ Does this meeting have a clear purpose? If not, reconsider whether it’s necessary.
✔ Which of the five meeting types does it fall under? This helps set expectations.
✔ Can the goal be achieved through email, a report, or a quick phone call instead?
✔ Who needs to be present? Avoid inviting unnecessary attendees.
✔ Is there a structured agenda? A well-planned meeting runs more efficiently.
✔ What are the expected outcomes? Every meeting should end with action items and accountability.
Final Thoughts: Meetings with Purpose Lead to Success
Meetings shouldn’t feel like a waste of time—when structured effectively, they become powerful tools for communication, collaboration, and decision-making. Whether you’re giving information, gathering insights, brainstorming solutions, making decisions, or strengthening team bonds, having a clear reason for the meeting ensures everyone stays engaged and aligned.
Before scheduling your next meeting, take a moment to define its purpose and communicate it clearly—you’ll not only save time but also make meetings more impactful.
Would your organization benefit from more structured, purposeful meetings? Start applying these strategies today to increase productivity and engagement.
This content includes text that has been generated with the assistance of AI. Lab Manager’s AI policy can be found here.
