Purpose of meetings: Overview, definition, and example
What is the purpose of meetings?
The purpose of meetings refers to the reason or objective behind gathering individuals in a formal or informal setting to discuss, collaborate, or make decisions on specific topics or issues. Meetings are an essential part of organizational communication and serve various functions, such as sharing information, brainstorming ideas, solving problems, making decisions, or coordinating efforts among team members or stakeholders. The purpose of a meeting should be clear to ensure that time and resources are used effectively and that participants are focused on achieving the desired outcomes.
Why is the purpose of meetings important?
The purpose of meetings is important because it helps ensure that the meeting is productive, goal-oriented, and efficient. When the purpose is clearly defined, it allows participants to prepare adequately, stay focused during the meeting, and contribute effectively. A well-defined purpose also ensures that the meeting stays on track, prevents unnecessary discussions, and ultimately leads to the desired results, whether those involve making decisions, brainstorming solutions, or aligning on future actions.
Meetings with a clear purpose are more likely to achieve tangible outcomes and prevent the frustration that can arise from unproductive or aimless meetings. They also help stakeholders understand the expectations and the role they play in contributing to the meeting’s goals.
Understanding the purpose of meetings through an example
A project team at a software company has scheduled a meeting to review the progress of an ongoing product development project. The purpose of the meeting is to discuss the current status, identify any roadblocks, and assign tasks for the upcoming weeks. Each team member is prepared to provide an update on their progress and offer suggestions for overcoming challenges. The clear purpose ensures that everyone stays on topic and that decisions can be made regarding the next steps.
In another example, a board of directors at a non-profit organization holds a meeting with the purpose of reviewing the organization’s financial health and setting its strategy for the coming year. The purpose of the meeting is to review the budget, approve funding for key programs, and discuss the overall direction of the organization. With a clear and defined purpose, the meeting stays focused, and decisions are made that drive the organization forward.
An example of purpose of meetings clause
Here’s how this type of clause might appear in a meeting agenda or organizational document:
“The purpose of this meeting is to review the current project timeline, identify any obstacles to progress, and make decisions regarding the allocation of additional resources. All participants are expected to provide updates on their respective tasks and contribute suggestions for resolving any issues that have arisen.”
Conclusion
The purpose of meetings is a critical element that guides the direction and success of the gathering. It ensures that time is spent productively, focuses participants on achieving specific outcomes, and helps align everyone involved on the meeting’s goals. Whether for decision-making, collaboration, or problem-solving, having a clear purpose is key to running effective meetings that drive results and prevent unnecessary distractions.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.