Why Clarity and Tangible Outcomes Matter

We've all been there—logging into a meeting only to wonder, "Why am I here?" When meetings lack a clear purpose, they drain time, lower engagement, and rarely lead to meaningful outcomes. On the other hand, meetings with defined goals help people prepare, stay focused, and leave with clarity about next steps.

So, before sending that calendar invite, ask yourself (and your team): What is this meeting meant to accomplish?

1. Why Purpose Matters

A meeting without a goal is like a journey without a destination. When attendees don’t understand the “why,” meetings tend to:

• Go off-topic

• Take longer than needed

• End without decisions or follow-up

• Leave participants confused or disengaged

A clearly stated purpose helps everyone align their expectations and contributions.

2. Common Goals for Meetings

Not all meetings are created equal. Here are some common—and valid—reasons to meet:

• Make a decision: Choosing between options, finalizing a direction.

• Gather input: Collecting opinions or expertise on a specific issue.

• Brainstorm ideas: Generating creative solutions or concepts.

• Share information: Communicating important updates (though often better done via email).

• Problem-solve: Diagnosing and fixing a challenge as a group.

• Align on progress: Syncing on tasks, timelines, or roles.

• Build relationships: Especially important for remote or cross-functional teams.

If the meeting doesn’t fit one of these goals, it might not be necessary at all.

3. Set Expectations with a Clear Agenda

A simple way to define a meeting’s purpose is by creating an agenda. A strong agenda includes:

• The goal of the meeting (e.g., “Decide on final launch date”)

• Key topics to discuss

• Who is responsible for leading each topic

• The desired outcomes

Sending this in advance lets attendees come prepared and helps keep the conversation focused.

4. Ask Before You Accept or Schedule

If you’re unsure about a meeting's value, don’t hesitate to ask:

• “What are we hoping to accomplish?”

• “Is there anything I should prepare or bring?”

• “Will there be decisions made or just discussion?”

If you’re the one scheduling, clarify the meeting’s goal in the invite. A subject line like “Project Update” is vague. Try “Finalize Q3 roadmap priorities” instead.

5. Define Tangible Outcomes

Every meeting should end with one or more of the following:

• A decision made

• Next steps assigned

• A plan clarified

• An issue resolved

• Feedback collected

If none of these happen, ask: Was the meeting worth the time? You may need to adjust your format for next time.

6. Avoid the “Recurring Meeting Trap”

Recurring meetings often lose relevance over time. If the original purpose no longer applies, pause or restructure it. Ask:

• Is this still the best use of everyone’s time?

• Can we change the format or reduce frequency?

• Can this be replaced with asynchronous updates?

Meetings should evolve based on team needs—not calendar defaults.

Final Thoughts

Every meeting should begin with a clear answer to this question:
“What are we trying to accomplish?”
When people know the purpose, they can participate more effectively, contribute meaningful insights, and leave with confidence that their time was well spent. Purpose isn’t just polite—it’s powerful.