{"id":1318,"date":"2013-02-14T04:44:34","date_gmt":"2013-02-14T09:44:34","guid":{"rendered":"http:\/\/facilitativeleadership.wordpress.com\/?p=1318"},"modified":"2026-04-21T14:01:24","modified_gmt":"2026-04-21T18:01:24","slug":"meeting-purposes","status":"publish","type":"post","link":"https:\/\/mgrush.com\/blog\/meeting-purposes\/","title":{"rendered":"8 Meeting Purposes and Five Reasons to Host Facilitated Sessions"},"content":{"rendered":"<h2><strong>Effective meetings are first based on a clear line of sight to an end result, preferably something that can be documented.<\/strong><\/h2>\n<p><span style=\"font-size: 14pt;\">Yet, frequently meeting purposes rely on\u00a0determining WHAT\u00a0deliverable\u00a0or result to create. Consequently, using meeting time to determine the meeting output indicates unclear thinking and weak <a href=\"https:\/\/mgrush.com\/blog\/meeting-designer\/\" target=\"_blank\" rel=\"noopener\">meeting design<\/a>. Avoid wasting time by knowing your purpose in advance. The eight most common meeting purposes and benefits and problems include the following.<\/span><\/p>\n<h3>Eight Meeting Purposes<\/h3>\n<div id=\"attachment_10595\" style=\"width: 522px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/mgrush.com\/blog\/meeting-purposes\/8meetingpurposesa\/\" target=\"_blank\" rel=\"noopener noreferrer\"><img wpfc-lazyload-disable=\"true\" loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-10595\" class=\"wp-image-10595\" src=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2013\/02\/8MeetingPurposesA-1024x1000.png\" alt=\"Eight Meeting Purposes\" width=\"512\" height=\"500\" srcset=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2013\/02\/8MeetingPurposesA.png 1024w, https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2013\/02\/8MeetingPurposesA-300x293.png 300w, https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2013\/02\/8MeetingPurposesA-768x750.png 768w\" sizes=\"(max-width: 512px) 100vw, 512px\" \/><\/a><p id=\"caption-attachment-10595\" class=\"wp-caption-text\"><center><\/center><\/p><\/div>\n<h4><span style=\"font-size: 14pt;\"><strong><em>Analysis\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Highly complex situations may require multiple subject matter experts. Frequently, experts have their own vocabulary and a meeting helps to clarify understanding and agreement about terms and definitions. Have you ever run a meeting with Ph.D. engineers and creative marketing folks together? As a result, sometimes it sounds like they are from different planets. Carefully document operational definitions that arise during <a href=\"https:\/\/mgrush.com\/blog\/facilitate-brainstorming\/\" target=\"_blank\" rel=\"noopener\">analysis<\/a> sessions. You may discover people violently agreeing with each other. Unfortunately, they use different words to describe the same thing or define the same thing differently.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 14pt;\"><strong><em>Assignments\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Structured meetings or workshops provide an excellent means of building agreement around <a href=\"https:\/\/mgrush.com\/blog\/raci-chart\/\" target=\"_blank\" rel=\"noopener\">roles and responsibilities<\/a>. Furthermore, when using a structured\u00a0method, you can leave the meeting with a consensually built GANTT chart, estimation of resource requirements, and approximation of budget needs. Because &#8220;WHO Does WHAT by WHEN&#8221; captures the primary reason behind a planning session, focus on the actions first before you make the assignments.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 14pt;\"><strong><em>Decision-Making\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Since resources typically fall short of the demands, <a href=\"https:\/\/mgrush.com\/blog\/facilitate-prioritization\/\" target=\"_blank\" rel=\"noopener\">prioritization<\/a> remains critical for high-performance groups. As a result, no teams possess the time or resources to do everything. Consensual understanding around prioritization provides a compelling reason for hosting a meeting or workshop. Since items that need to be prioritized range from the simple to the complicated through the complex, identify the most appropriate tool for prioritizing, before the meeting starts. Then, prepare a backup approach as well.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 14pt;\"><strong><em>Idea Generation\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Because groups create more options than simply aggregating the input of participants, groups are smarter than the smartest person in the group. Many of the best ideas did not walk into the meeting because they were created during the meeting, based on stimulation provided by the input from others. Use <a href=\"https:\/\/mgrush.com\/blog\/scamper\/\" target=\"_blank\" rel=\"noopener\">SCAMPER<\/a>\u00a0or Changing <a href=\"https:\/\/mgrush.com\/blog\/how-to-develop-questions\/\" target=\"_blank\" rel=\"noopener\">Perspectives<\/a> to drive more ideas, thus increasing your likelihood for applied creativity,\u00a0innovation, or breakthrough.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 14pt;\"><strong><em>Information Exchange\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">By far and away the most common reason for meetings may also be the worst possible reason for justifying a meeting. With instant access and electronic filing cabinets, coming together face-to-face is a very expensive way to exchange information (albeit potentially quicker and less costly when conducted online). A better justification would be to address <a href=\"https:\/\/mgrush.com\/blog\/power-of-questions\/\" target=\"_blank\" rel=\"noopener\">questions<\/a> about clarity, agreement, and omissions of information that has already been exchanged. Alternatively, use meeting time to explore the impact the information might have on the plans and behavior of meeting participants and related stakeholders.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 14pt;\"><strong><em>Inspiration and Fun\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Use meetings to reward, incentivize, and incite because they can be effective at motivating others. They are usually hosted on a large scale and include complimentary events or sessions that may advance learning and improve <a href=\"https:\/\/mgrush.com\/blog\/science-of-teamwork\/\" target=\"_blank\" rel=\"noopener\">teamwork<\/a>. Therefore, anticipate using breakout sessions by creatively preparing activities appropriate for your participants and the situational constraints. The quality of group output increases tremendously when you contrast and compare input from different teams. Plus, with breakout sessions, you are giving quieter people permission to speak freely. Participants afraid of speaking up in a group are less reticent to make contributions to the conversations that occur with a few people in a breakout session.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 12pt;\"><strong><em><span style=\"font-size: 14pt;\">Persuasion<\/span>\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Persuading and convincing others to agree with your argument or decision represents the worst possible reason for holding a meeting. Consider the three primary forms of persuasion, namely: <strong>identification<\/strong> (e.g., advertising), <strong>internalization<\/strong> (i.e., long-lasting), and <b>forced compliance<\/b> (i.e., \u201cgun to the head\u201d). Because meetings display ineffectiveness using any of the three primary forms of <a href=\"https:\/\/mgrush.com\/blog\/persuasion\/\" target=\"_blank\" rel=\"noopener\">persuasion<\/a>, they rarely succeed at convincing others. In fact, they can backfire. When the leader appears to have already made up their mind, participants wonder why they had to waste their time in a meeting. If you have the answer, tell them, and do not conduct a meeting. Meetings represent a highly expensive forum for information-sharing.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-size: 12pt;\"><strong><em><span style=\"font-size: 14pt;\">Relationships<\/span>\u00a0<\/em><\/strong><\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">Simply bringing together people face-to-face provides the glue that pulls people together and gets them to work more cooperatively. Frequently venting, or <a href=\"https:\/\/mgrush.com\/blog\/meeting-conflicts\/\" target=\"_blank\" rel=\"noopener noreferrer\">managing conflict<\/a>, results in increased effectiveness. When people don\u2019t agree with each other and need to reconcile their points of view invest in face-to-face meetings. Arguments are rarely settled by text messages and <span style=\"font-size: 12pt;\">PDF<\/span> documents. Many times, conflict and arguments also require a referee, the perfect time to engage a facilitator.<\/span><\/li>\n<\/ul>\n<h2>Five compelling reasons to host facilitated sessions<\/h2>\n<p><span style=\"font-size: 14pt;\">Why host facilitated sessions? Making choices represents the most important actions people take every day, to decide. Properly made decisions amplify productivity. Choose wisely when to work alone, speak with another person, or call for a team meeting. The advantages of a structured\u00a0meeting or workshop include:<\/span><\/p>\n<div id=\"attachment_1050\" style=\"width: 262px\" class=\"wp-caption alignright\"><img wpfc-lazyload-disable=\"true\" loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-1050\" class=\"wp-image-1050 size-full\" title=\"Meeting_Table\" src=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2011\/12\/meeting_table-e1539735664531.png\" alt=\"Host Facilitated Sessions\" width=\"252\" height=\"300\" \/><p id=\"caption-attachment-1050\" class=\"wp-caption-text\"><span style=\"font-size: 14pt;\"><strong>Host Facilitated Sessions<\/strong><\/span><\/p><\/div>\n<ol>\n<li><span style=\"font-size: 14pt;\"><strong>Higher quality results:<\/strong> Groups of people make <a href=\"https:\/\/mgrush.com\/blog\/team-diversity\/\" target=\"_blank\" rel=\"noopener\">higher quality<\/a> decisions than the smartest person in the group. Facilitated sessions encourage the exchange of different points of view. Structure enables groups to identify new options. In fact, any person or group with more options at its disposal makes higher-quality decisions.<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><strong>Faster results:<\/strong> Facilitated sessions accelerate the capture of information. <a href=\"https:\/\/mgrush.com\/blog\/decision-quality\/\" target=\"_blank\" rel=\"noopener\">Faster<\/a> output results when meeting participants (<em>aka<\/em> subject matter experts) arrive prepared. Participants arrive with an understanding of the questions and issues at hand.<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><strong>Richer results:<\/strong> By pooling skills and resources, diverse and heterogeneous groups develop more specific details and anticipate future demands, subsequently <a href=\"https:\/\/mgrush.com\/blog\/facilitative-leadership\/\" target=\"_blank\" rel=\"noopener\">saving time<\/a> and money in the project or program life-cycle.<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><strong>People stimulate people:<\/strong> Properly facilitated sessions lead to innovation and the <a href=\"https:\/\/mgrush.com\/blog\/innovation-results\/\" target=\"_blank\" rel=\"noopener\">catalyst<\/a> for innovative opportunities because many perspectives generate a richer (360-degree) understanding of a problem or challenge, rather than a narrow, myopic view.<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><strong>Transfer of ownership:<\/strong> Facilitated sessions motivate further action by creating deliverables that support follow-up efforts. Professional facilitators use a method that <a href=\"https:\/\/mgrush.com\/blog\/structured-facilitation\/\" target=\"_blank\" rel=\"noopener\">builds commitment<\/a> and support <span style=\"text-decoration: underline;\">from<\/span> the participants, rather than directing responsibility <span style=\"text-decoration: underline;\">at<\/span> the participants.<\/span><\/li>\n<\/ol>\n<h3><strong>To Host Facilitated Sessions<\/strong><\/h3>\n<p><span style=\"font-size: 14pt;\">Conducting facilitated sessions includes preparatory time, actual contact time during the session, and follow-up time as well. Therefore, successful sessions depend upon clearly defined <a href=\"https:\/\/mgrush.com\/blog\/facilitator-training\/\" target=\"_blank\" rel=\"noopener\">roles<\/a>, especially distinguishing between the role of facilitator and the role of methodologist (that are also discrete from the role of scribe or documenter, coordinator, etc.). To ensure getting done faster, carefully managed sessions embrace ground rules.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Thorough preparation and advance effort before the session ensures higher productivity:<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14pt;\">Researching both meeting design\u00a0options and content to be explored<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Review and documentation of minutes, records, findings, and group decisions that affect the project being supported with this particular meeting or workshop session<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Completion of individual and small group assignments prior to sessions<\/span><\/li>\n<\/ul>\n<h3>Incite Involvement, Incent Ownership<\/h3>\n<p><span style=\"font-size: 14pt;\">Professional and structured facilitation generates <a href=\"https:\/\/mgrush.com\/blog\/team-building\/\" target=\"_blank\" rel=\"noopener\">high involvement<\/a>\u00a0among all participants. Therefore,\u00a0appropriate terms for describing them include workshops or workouts. Consequently, avoid an overly ambitious agenda and plan for at least two, ten-minute breaks every four hours. Use our <em>MGR<span style=\"font-size: 12pt;\">USH<\/span><\/em> ten-minute\u00a0timers to ensure that breaks do not extend to eleven or twelve minutes. Strive to provide dedicated resources, such as a facilitator professionally trained in structured methods.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Discourage unplanned interruptions, especially with phones and laptops. \u201cTopless\u201d meetings are increasingly popular, meaning no laptops or devices (e.g., smartphones). Allow exceptions for accessing content needed during the session. \u201cNo praying underneath the table\u201d is another rule used to discourage people from using gadgets on their laps, presumably beyond the line of sight of others. In fact, everyone can see what they are doing anyway. For serious <a href=\"https:\/\/mgrush.com\/blog\/consensus-does-not-mean-that-participants-are-going-to-be-happy\/\" target=\"_blank\" rel=\"noopener noreferrer\">consensual<\/a> challenges or multiple-day sessions, conduct sessions away from the participants\u2019 everyday work site to minimize interruptions and everyday job distractions.<\/span><\/p>\n<h4><span style=\"color: #993300; font-size: 18pt;\">Chief Collaboration Officers<\/span><\/h4>\n<p><span style=\"font-size: 14pt;\">Granted, much of the material above becomes the responsibility of the facilitator. But if they won\u2019t do it, you better. Remember, <a href=\"https:\/\/mgrush.com\/blog\/facilitators-guide\/\" target=\"_blank\" rel=\"noopener\">collaborative<\/a> work replaces thousands of dollars lost in poorly run meetings. Harvard Business Review (HBR) states further that collaboration answers many of the business challenges. HBR encourages leaders to promote collaborative work and teamwork, and suggest . . .<\/span><\/p>\n<blockquote>\n<h4 style=\"text-align: center;\"><b><i>&#8220;. . . we believe that the time may have come for organizations to hire chief collaboration officers.\u201d<\/i><\/b><\/h4>\n<\/blockquote>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><span style=\"color: #000080;\"><strong><span style=\"font-size: 14pt;\">In a world where everyone can engage in decisions that affect them<\/span><\/strong><\/span><\/p>\n<p style=\"text-align: center;\"><span style=\"color: #ff0000;\"><b>______<\/b><\/span><\/p>\n<h3><span style=\"font-size: 14pt;\"><b>Lead the Change\u2014One Meeting at a Time<\/b><b><\/b><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Are you ready to transform how decisions are made, problems are solved, and alignment is built in your organization?<\/span><\/p>\n<p><span style=\"font-size: 14pt;\"><b>True meeting leadership goes beyond setting an agenda.<\/b> It requires a facilitator who can navigate complexity, balance voices, and drive toward outcomes with clarity and consensus. Our <a href=\"https:\/\/mgrush.com\/public-facilitation-training\/\"><b>Professional Meeting Leadership Workshop<\/b><\/a> and facilitation training equips you to do just that\u2014blending <b>human-centric methods<\/b> with <b>structured analytical tools<\/b> to foster rigor, inclusivity, and results that stick.<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14pt;\"><b><\/b><b>Practice live.<\/b><b><\/b><\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><b><\/b><b>Get expert feedback.<\/b><b><\/b><\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><b><\/b><b>Build confidence that lasts.<\/b><b><\/b><\/span><\/li>\n<\/ul>\n<p><span style=\"font-size: 14pt;\">Whether your meetings suffer from unclear objectives, disengaged participants, or decision fatigue, this workshop will help you <b>identify the root causes<\/b>, <b>apply proven facilitation techniques<\/b>, and <b>emerge as the leader every team needs<\/b>.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\"><b>Take the first step today\u2014transform your meetings and magnify your impact.<\/b><b><\/b><\/span><\/p>\n<p style=\"text-align: center;\"><span style=\"font-size: 14pt;\">\ud83d\udc49 <a href=\"https:\/\/mgrush.com\/public-facilitation-training\/\"><b>Click here to reserve your seat now.<\/b><b><\/b><\/a><\/span><\/p>\n<p style=\"text-align: center;\"><span style=\"font-size: 14pt;\"><span style=\"font-size: 8pt;\"><i>#facilitationtraining #meetingdesign<\/i><\/span><i><\/i><\/span><\/p>\n<h3 style=\"text-align: center;\"><span style=\"font-size: 14pt;\"><b>Because every meeting should be a catalyst for change\u2014not just another calendar event.<\/b><\/span><b><\/b><\/h3>\n<p style=\"text-align: center;\"><span style=\"color: #ff0000;\"><b>______<\/b><\/span><\/p>\n<h4><span style=\"font-size: 14pt;\">With Bookmarks no longer a feature in WordPress, we provide the following for your benefit and reference.<\/span><\/h4>\n<ul>\n<li><span style=\"font-size: 14pt;\">20 Prioritization Techniques = <a href=\"https:\/\/foldingburritos.com\/product-prioritization-techniques\/\">https:\/\/foldingburritos.com\/product-prioritization-techniques\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Creativity Techniques = <a href=\"https:\/\/www.mycoted.com\/Category:Creativity_Techniques\">https:\/\/www.mycoted.com\/Category:Creativity_Techniques<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Facilitation Training Calendar = <a href=\"https:\/\/mgrush.com\/public-facilitation-training-calendar\/\">https:\/\/mgrush.com\/public-facilitation-training-calendar\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Liberating Structures = <a href=\"http:\/\/www.liberatingstructures.com\/ls-menu\">http:\/\/www.liberatingstructures.com\/ls-menu<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Management Methods = <a href=\"https:\/\/www.valuebasedmanagement.net\/\">https:\/\/www.valuebasedmanagement.net<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Newseum = https:\/\/www.freedomforum.org\/todaysfrontpages\/<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">People Search = <a href=\"https:\/\/pudding.cool\/2019\/05\/people-map\/\">https:\/\/pudding.cool\/2019\/05\/people-map\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Project Gutenberg = http:\/\/www.gutenberg.org\/wiki\/Main_Page<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Scrum Events Agendas = <a href=\"https:\/\/mgrush.com\/blog\/scrum-facilitation\/\">https:\/\/mgrush.com\/blog\/scrum-facilitation\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Speed test = <a href=\"https:\/\/www.speedtest.net\/result\/8715401342\">https:\/\/www.speedtest.net\/result\/8715401342<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Teleconference call = <a href=\"https:\/\/youtu.be\/DYu_bGbZiiQ\">https:\/\/youtu.be\/DYu_bGbZiiQ<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">The Size of Space = https:\/\/neal.fun\/size-of-space\/<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Thiagi\/ 400 ready-to-use training games = <a href=\"http:\/\/thiagi.net\/archive\/www\/games.html\">http:\/\/thiagi.net\/archive\/www\/games.html<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Visualization methods = <a href=\"http:\/\/www.visual-literacy.org\/periodic_table\/periodic_table.html\">http:\/\/www.visual-literacy.org\/periodic_table\/periodic_table.html#<\/a><\/span><\/li>\n<\/ul>\n<p style=\"text-align: center;\"><span style=\"color: #ff0000;\"><b>______<\/b><\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Effective meetings are first based on a clear line of sight to an end result, preferably something that can be documented. Yet, frequently meeting purposes rely on\u00a0determining WHAT\u00a0deliverable\u00a0or result to create. Consequently, using meeting time to determine the meeting output indicates unclear thinking and weak meeting design. Avoid wasting time by knowing your purpose in [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":10595,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_wp_convertkit_post_meta":{"form":"-1","landing_page":"","tag":"0","restrict_content":"0"},"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[13289,11161,55884429,453185955],"tags":[453190755,15888,67837,453190754,453190630,453190890,453191435,453190753,133044],"class_list":["post-1318","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-meeting-agendas","category-meeting-structure","category-meeting-support","category-meeting-tools","tag-8-meeting-purposes","tag-collaboration","tag-decision-making","tag-eight-meeting-purposes","tag-innovation","tag-manage-conflict","tag-medium","tag-meeting-purposes","tag-problem-solving"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.7 (Yoast SEO v27.7) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>8 Meeting Purposes -What Are You Asking Groups to Complete?<\/title>\n<meta name=\"description\" content=\"Uncertain meeting result indicates unclear thinking and weak meeting design. 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