Clarifying Expectations for More Productive Meetings

Good managers set clear expectations for their teams, and good teammates work to meet those expectations. This balance ensures a productive event.

Some expectations however, are so consistent that people forget to bring them up. That includes coming to a meeting and actively listening, brainstorming ideas during a discussion, or thinking through potential issues when a new project is being pitched. Managers assume that teammates will always arrive and actively participate. What we forget is that since people are busy, we tend to focus on what is top of mind.

This can create a quiet misalignment in meetings. A teammate may arrive at a meeting “prepared to give an update,” and once that update is over, they might start to mentally check out. That’s because people tend to focus on what task they have been assigned, while managers may be expecting more than what is explicitly listed in the agenda.

Since people are often overwhelmed and juggling various projects, it can be helpful to remind people that their role in a meeting extends beyond a singular task. They are there not only to give an update, but also provide feedback on the quarterly reports, and actively participate in the discussions.

Quiet expectations are often muted by louder action items. Therefore, if you’re trying to improve team participation at meetings or events, it can help to share these expectations out loud. Doing so can realign the team and encourage more active collaborations.

Author: Bri McWhorter, MFA
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