Most meetings run from an agenda: a list of topics. ProMeet meetings run from objectives: a list of what the meeting must achieve. At the Department for Work and Pensions, 89% of participants preferred objectives to a traditional agenda.
Start with the outcome
In early conversations we often say: you don't want a meeting, you want an outcome. So let's start with what you want to happen because of the meeting. That gives two kinds of objective: the overarching organisational objective the meeting serves, and specific objectives for the meeting itself.
Use an active verb
Each objective begins with an active verb such as create, plan, agree or decide. "Budget" is an agenda item. "Agree the three budget priorities for next year" is an objective. Everyone knows what done looks like.
Let the objective choose the process
Clear objectives imply how the group should work. Agreement objectives need agreement processes, such as Scales of Agreement. Creative objectives need creative processes, such as LEGO® Serious Play® or Open Space. Planning objectives need a visible plan on a wallchart. Choosing processes that suit the size of the group and the time available is the second phase of every ProMeeting.
Finish with actions and learning
Objectives are only met if something happens afterwards. Close by clarifying the actions, who will take them and by when, and spend a few minutes learning how to make the next meeting better.
Verb, not verbiage
If there is only one thing to get right, it is the verb. Good verbs make an objective sharp:
| Kind of work | Good verbs |
|---|---|
| Identifying | Identify, scan, determine |
| Understanding | Understand, review, update, assess, share, outline, report, recognise |
| Creating | Create, develop, build, produce, design |
| Planning | Plan, set, deliver, establish |
| Agreeing | Agree, decide, determine, secure |
| Analysing | Analyse, segment, synthesise |
| Learning | Learn, assimilate, study |
| Culture | Enable, enthuse, enrol, unblock |
Weak verbs are discuss, talk, ponder and catch up. They describe activity, not achievement.
Three levels of objective
Well thought-through objectives are more than half the work of planning an effective meeting. It helps to see three levels, each serving the one above:
- Purpose. The organisation's mission, vision and purpose, usually already clear.
- Strategy. The organisation's strategic objectives, often expressed as a project or workstream objective.
- The meeting. The specific objectives this meeting must achieve.
Invest time before the meeting getting the objectives right, check them with key stakeholders, and circulate them in place of a traditional agenda. Good objectives are stretching but achievable.
Objectives method card with verb list (PDF)
Sean Blair is the founder of ProMeet and Serious Outcomes, an IAF Certified Professional Facilitator and a LEGO® Serious Play® Master Trainer. About Sean.