What's the Intent of Your Meeting?

What's the Intent of Your Meeting?

By David Pearl

David Pearl is a U.K.-based speaker, consultant, and experience engineer. From Will There Be Donuts?: Better Business One Meeting at a Time (HarperCollins). ©2013

“Why are we meeting?” you ask, and people will usually tell you what the meeting is for; the objective. Knowing the objective is important but not sufficient. Not if you want to really meet. It is possible to have a perfectly plausible objective and still completely waste your time. Once you know the objective, you want to be asking yourself and others the real question: Why is that objective important/useful/valuable/worth doing?

Or in other words, what is your intention?

You may have a meeting where the objective is to discuss sales figures. But discussion is not the ultimate intent. It's there so that you make great decisions, or navigate the next year well, or protect your investment or . . . or . . . or . . .

We are so used to collapsing intention and objective together we sometimes forget there's a difference. When you buy a lottery ticket, your objective is to win. Your intention is about what you will do with the winnings.

To discover, or uncover, the true intent of a meeting, I suggest clients use the question
“so that . . . ?” to dig down into the objective to find the true intent buried beneath. It's what I like to call the “why of the why.”

Let's work through a practical example.

Imagine a weekly team meeting. Let's say the objective is to share information. To help you identify the intent, I'd ask you to consider the value in doing that.
Me: You share information so that . . . ?
You: So that people all have the same information.
Me: OK. And what happens if they all have the same information?
You: We will all be on the same page?
Me: Hmmm. So that . . . ?
You: We can avoid errors, feel better connected, make better decisions . . . ?
Me: And if you did all those things what would that give you? So that . . . ?

And we keep descending the so that . . . ladder until you hit what feels like the bottom, a why that sums up the heart of what you are doing and, most importantly, satisfies you.
You: To learn fast. Quicker than our competitors!
Me: Nice intent. Why not tell your colleagues that, next time you have your weekly meeting? Just before you get into the “stuff,” remind people that this meeting is there to help you learn quicker and outthink your competition. I think you'll find that perks people up more than a plate of HobNobs.

Here's another example, a real-life one. I was working with a client, an auditor for a major bank, who described his monthly audit meeting as boring. His colleagues apparently felt the same way. We tried to excavate the deeper intent without much luck. He was getting stuck and I was getting frustrated. Then I remembered he had talked about his 18-year-old son and, on a hunch, I asked him if the boy drove a motorbike. Anton paled. He was clearly not happy. Why, Anton? “Because it's a dangerous world out there,” he replied with real passion. Anton was clearly very intent on being a good dad as well as a good auditor.

“So that . . . ?”

“So that I can keep things safe in a dangerous world!”

By a roundabout route, we had uncovered the deeper intent of Anton's meeting and, possibly, his working life.

Which would you rather attend, a boring audit meeting or one that was going to help you keep your company safe in a dangerous world?

When you do this exercise, you will find there are many ways down the ladder. And you can discover many different intents for the same meeting. In fact, I'd encourage you to refresh and renew the intent to keep the meeting alive. The important thing is to lift the manhole cover of the objective and start climbing down to find an intent you can tap into.

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