12 Tips for Making Meetings Efficient Part 3: Define the Purpose Clearly in One Sentence - The First and Most Important Trick to Keep Meetings from Going Off Track
Define what the meeting exists for in a short phrase that anyone can understand without misunderstanding.The more ambiguous the purpose of a meeting is, the more likely the topic will drift, time will be spent on unimportant discussions, and time will pass without reaching a conclusion. Conversely, if you state the purpose in a single sentence, all participants can share the destination, and comments and decisions made during the meeting will align with that purpose, preventing drift and significantly increasing efficiency.
There are three points to clarifying the purpose.
1.Define the deliverables:
Specify what should be completed by the time the meeting ends. For example, concretely verbalize the output, such as "decide on three plans for the next event" or "narrow down the direction for the new product to two options."
2.Use language that leads to action:
If the purpose is simply to share information, indicate "what kind of decision-making or action it will lead to" based on the shared information.
3.Keep it short and definitive:
Long sentences lead to different interpretations among participants. Instead of explaining at length, such as "The purpose of today's meeting is...", it is ideal to make it a single sentence that can be conveyed in under 10 seconds.
Also, setting a purpose is effective for all participants. If the topic is about to drift, it becomes easier for the facilitator to ask the participants, "Is this topic in line with our purpose?" and the discussion will immediately return to track. Furthermore, it is even more effective to confirm the purpose at the beginning of the meeting and display it in a place that is always visible, such as in the minutes or via screen sharing. In summary, "defining the purpose clearly in one sentence" is the simplest and most powerful measure to dramatically change the quality of a meeting. You can share it on a whiteboard, write it on an A4 sheet of paper and post it, or if it is an online meeting, you can share it by posting it in the chat at the beginning. "When in doubt, start with the purpose!" This is the first step toward an efficient meeting.