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When asked about what makes a meeting the most valuable use of time, 62% of survey respondents answered that it is clear, relevant, defined, and specific. (1)

Here are a few questions that can help build clarity into your meetings:

For Leaders

  • What is the goal/mission/objective of this meeting? What do we hope attendees will learn, understand, discuss, and make changes to?
  • Who should be attending the meeting? Is it really relevant to them – and why?
  • What messages or other elements do we need to have in place leading up to the meeting? (e.g. surveys, pre-tests, data/analytics, reports, agenda, etc.)
  • What’s the perspective of the attendees about attending the meeting? (e.g., I don’t want to be here.  I feel like it won’t get much done.   Meh, I don’t really need to engage.) These types of negative perspectives all set the meeting up for failure.  So, address these issues right away and eliminate these attitudes! (2)
  • What items should be recapped/summarized before the meeting concludes, and why?

For Participants

  • What information should I be paying attention to? What information should I be taking notes on?
  • Where should I be joining in on the conversation? Where does my “voice” matter?
  • Do I need clarification? What questions should I be asking?
  • Who else should I include in the conversation? Why does that person’s input matter to me?
  • What other people should I be connecting with/interacting with that I’m not, that I should be? (And why…?)

For Meeting Planners

  • How to design long meetings with interesting, interactive, and relevant breakout sessions to keep attendees engaged?
  • What venue makes the most sense, given the needs of the meeting, balancing sessions, activities, amenities, distractions, etc.?

If your organization desires highly successful and well-accepted meetings, include clarity in your meeting design.   Not only will this ensure more productive and effective meetings, but it will also create meetings with highly engaged participants.

Planning a corporate meeting?  Contact Gavel International for more information about our outsourced programs.

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SOURCES:

1 https://blog.lucidmeetings.com/blog/what-makes-a-meeting-worth-attending

2 https://www.skipprichard.com/how-to-make-your-next-meeting-the-most-effective-ever/

 

This article was last updated on July 17, 2025

Eloisa Mendez
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