Written by
Sina Brust
#virtualspacehero
Have you ever sat through an online meeting and wondered, “Why am I here?” or “Could this have been an email?” If so, you’re not alone. Welcome to the world of intentional meetings—a magical realm where every gathering has a purpose, people leave feeling energized, and no one secretly wishes they were anywhere else. Today, we’re diving into how you can make this dream a reality for your workplace. So grab a coffee, settle in, and let’s get started!
This article draws from a speech by Priya Parker and Phil Libin at the Remote Works event, highlighting how intentional meetings can enhance workplace dynamics and boost productivity.
What Are Intentional Meetings? 🫣
First things first, what are intentional meetings? Simply put, they are meetings with a clear purpose. Every aspect of the meeting—from the invite to the agenda, to the follow-up—aligns with that purpose. No more wandering conversations or pointless updates. Instead, intentional meetings are focused, productive, and dare we say it, enjoyable. Intentional meetings matter because they respect everyone’s time. When people know why they’re meeting and what they’re supposed to accomplish, they’re more engaged and productive. Plus, intentional meetings can help build a stronger, more connected team. When meetings have a clear purpose, everyone feels their contributions are valued, which boosts morale and collaboration.
The Benefits of Intentional Meetings
Let’s break it down. Here are the top benefits of adopting intentional meetings in your workplace.
When meetings are intentional, they have a clear goal. This focus helps everyone stay on track, reducing the time spent on irrelevant topics. You’ll be amazed at how much more you can accomplish when everyone knows the meeting’s purpose. Ever been in a meeting where people are more interested in their phones than the discussion? Intentional meetings fix that. When people understand the meeting’s purpose and see how it relates to their work, they’re more likely to participate actively. With intentional meetings, decisions are made based on clear, relevant information. This leads to better outcomes and fewer misunderstandings. Everyone leaves the meeting knowing what was decided and why. When meetings have a purpose, people feel their time and contributions are valued. This boosts morale and fosters a sense of belonging. Happy teams are productive teams.
How to Plan Intentional Meetings
Now that you’re sold on the benefits of intentional meetings, let’s talk about how to plan them. It’s easier than you might think! Start by defining the purpose of the online meeting. Ask yourself, “Why are we having this meeting?” Be specific. Instead of “weekly update,” think “discuss project X milestones.” The clearer the purpose, the better the meeting. Once you have a purpose, create an agenda that supports it. List the topics to be covered and allocate time for each. An agenda keeps everyone focused and ensures all important points are addressed. Invite only those who need to be there. Too many participants can derail the meeting, while too few might miss key perspectives. Be selective and considerate of everyone’s time. Before the meeting, let participants know what to expect. Share the agenda and any pre-meeting materials. This prepares everyone and ensures they can contribute meaningfully. During the meeting, stick to the agenda. Keep discussions on track and ensure everyone has a chance to speak. If conversations veer off-topic, gently steer them back. After the meeting, send a summary of what was discussed and any action items. This reinforces the meeting’s purpose and ensures everyone knows what’s next.
Tips for Running Successful Intentional Meetings
Planning is just the beginning. Here are some tips to help you run successful intentional meetings.
💡Respect everyone’s time by starting (and ending) on time. This sets a professional tone and shows you value participants’ schedules.
💡Make sure everyone has a chance to contribute. Ask open-ended questions and encourage quieter team members to share their thoughts. Use visuals, interactive tools, or breakout sessions to keep the meeting engaging. People are more likely to stay focused and participate actively.
💡Periodically summarize key points to ensure everyone is on the same page. This helps reinforce the meeting’s purpose and keeps discussions aligned with the agenda.
💡After the meeting, seek feedback. Ask participants what went well and what could be improved. Use this feedback to make your next meeting even better.
Overcoming Common Challenges
Even with the best planning, intentional meetings can face challenges. Here’s how to overcome some common obstacles. Every group has that one person who loves to talk. While their input is valuable, it’s important to hear from everyone. Use phrases like, “Thanks for your input. Let’s hear from someone else,” to ensure balanced participation. It’s easy for conversations to stray off-topic. When this happens, gently remind participants of the meeting’s purpose and steer the discussion back on track. Virtual meetings come with their own set of challenges, like technical issues or lack of engagement. To combat this, ensure everyone has the necessary tech setup beforehand and use interactive tools to keep participants engaged. Meeting fatigue is real, especially in today’s remote work environment. Keep meetings short and focused, and consider whether some discussions can be handled via email or other communication tools.
Real-Life Examples of Intentional Meetings
Sometimes, it helps to see how others are doing it. Here are a few real-life examples of intentional meetings done right.
👉 Instead of a vague weekly check-in, a marketing team holds a virtual weekly project sync. The purpose? To review progress on their upcoming campaign. They have a clear agenda, focused on specific milestones and challenges. Each team member shares updates, and they collectively brainstorm solutions to any issues. The meeting ends with a summary and clear action items for the week ahead.
👉 A tech company’s leadership team holds a monthly strategy session. The purpose is to align on long-term goals and strategies. They prepare by reviewing market trends and company performance data. During the meeting, they discuss key initiatives and make strategic decisions. The session ends with a clear plan of action and a follow-up meeting to track progress.
👉 A software development team has a daily stand-up meeting with a clear purpose: to identify any blockers and align on daily tasks. Each team member shares what they worked on yesterday, what they’re working on today, and any obstacles they’re facing. The meeting is quick, focused, and keeps the team in sync.
The Future of Meetings: Intentional and Meaningful 🌟
As we look to the future, it’s clear that intentional meetings are more than a trend—they’re a necessity. The workplace is evolving, and so are our expectations around meetings. We want gatherings that are purposeful, engaging, and impactful. Embracing intentional meetings can transform your workplace. By focusing on purpose and clarity, you’ll create a culture of productivity and engagement. Meetings will no longer be dreaded interruptions but valuable opportunities for collaboration and decision-making.
Intentional meetings are the key to a more efficient, engaged, and productive workplace. By defining a clear purpose, creating focused agendas, and fostering active participation, you can transform your meetings from mundane to meaningful.
So, the next time you’re planning a virtual meeting, ask yourself, “What’s the purpose?” and make it an intentional meeting. Your team will thank you, your productivity will soar, and who knows? You might even start to enjoy meetings again.
