A meeting agenda purpose statement is a concise declaration that defines the specific objective of a meeting, outlining what needs to be accomplished to keep the discussion focused. It’s a crucial element of any effective meeting agenda because it ensures all participants understand the intended outcome and guides the conversation towards productive results.
Understanding the Purpose Statement
A well-crafted purpose statement does the following:
- Specifies the objective: It clearly states whether the meeting is for decision-making, problem-solving, project planning, or another defined purpose. According to the provided reference, it should clearly state what needs to be accomplished.
- Maintains focus: It prevents the meeting from wandering off-topic by explicitly articulating what should be achieved. The goal is to keep the conversation focused on the essentials.
- Uses concise language: It avoids unnecessary details and uses direct wording to express the objective, as the provided reference emphasizes concise language.
- Identifies desired outcomes: It highlights the benefits and results that participants should expect from the meeting, such as actionable plans or agreed-upon solutions. This includes the desired outcomes and benefits for participants.
Key Elements of a Purpose Statement
Here are some practical insights into writing an effective purpose statement:
- Action-Oriented Language: Use verbs that indicate action, like "decide," "plan," "resolve," or "create."
- Example: Instead of "Discussion about marketing," try "Decide on the Q3 marketing campaign."
- Single Objective Focus: Each meeting should generally have one primary purpose to avoid confusion and inefficiency.
- Example: A meeting should not try to both plan a budget and troubleshoot a technical issue concurrently.
- Clarity and Precision: Ensure that the objective is clear and that it cannot be easily misinterpreted.
- Example: Avoid vague statements like "Review project progress"; instead, use "Review and approve project timelines and milestones."
- Relevance to Participants: The purpose should be relevant to the attendees, explaining why they should be present and engaged.
- Example: If a meeting is about financial reporting, ensure that key finance personnel are invited.
Examples of Purpose Statements
| Meeting Type | Ineffective Purpose Statement | Effective Purpose Statement |
|---|---|---|
| Project Planning | Discuss the upcoming project. | Finalize the project scope, timeline, and resource allocation. |
| Problem-Solving | Look at ways to reduce customer complaints. | Identify the top three causes of customer complaints and propose solutions. |
| Decision-Making | Have a discussion on the new software. | Select the best CRM software based on the evaluation criteria. |
| Information Sharing | Talk about the team’s new goals. | Communicate the new company goals and allow time for Q&A. |
Why is a Purpose Statement Important?
A clearly defined purpose statement helps in several ways:
- Time Management: Keeps the meeting on track and focused on achieving the set objectives, ensuring efficient use of time.
- Participant Engagement: Makes it clear what is expected of attendees, encouraging their active participation and ensuring they come prepared.
- Outcome-Oriented: It focuses the discussion on achieving concrete results, enhancing the overall productivity of the meeting.
In conclusion, a meeting agenda purpose statement is essential for ensuring that meetings are focused, productive, and achieve their intended outcomes by stating what the meeting needs to accomplish.
