Meetings have become a fixture in our lives, from team collaborations to creative planning sessions. Yet we have all felt that sinking feeling when, after an hour, we wonder what was actually accomplished. We leave with more questions than answers, intentions lost in the noise of vague agendas and scattered conversations. We believe there is a better way to gather and make decisions together. It starts with a simple but powerful concept: setting intentions.
What is an intention in the meeting context?
Before we look at why intentions shape conversations, we want to clarify what we mean by “intention.” While some may use this word as just another synonym for “goal,” we see it as something deeper. Setting an intention means deciding how we want to show up, what experience we hope to create, and what energy guides our actions together in the time we share. It’s not simply about listing tasks or outlining deliverables. Instead, intention embraces the human and relational aspects that shape the meeting.
When we set intentions, we ask ourselves and the group: What is most important for us to create here, together? Will we prioritize listening over talking? Will we focus on learning, on solving a problem, on building trust? The answers give our meeting direction. They create a container that holds everyone’s attention and shapes the conversation that follows.
How intention changes the meeting dynamic
When there is no clear intention, meetings often default to habit. People arrive distracted. Small talk drifts into tangents. Someone checks their phone. The meeting slides by on autopilot until it ends—no one quite sure what changed.
But when we begin by consciously naming an intention, the group energy shifts. People know what to expect. The space feels more respectful and focused. Even if the agenda is short, a sense of care and presence takes over.
In our experience, these are some common effects when a group sets intentions together:
- Everyone understands why they are there and what they are aiming for.
- The conversation stays anchored and achieves real clarity.
- More people contribute, because there is psychological safety.
- The meeting ends not just with decisions, but with stronger relationships.
A clear intention is an invitation for everyone to show up at their best.
From scattered to focused: The science behind intention
It is not only intuition that tells us intention makes a difference. Scientific research in psychology and neuroscience supports the impact of setting intentions.
When we set intentions, we prime our minds for what matters. The brain starts filtering information related to our intention, which makes distractions less tempting. This mechanism—called selective attention—boosts our focus and supports clearer group communication. In short, intentions direct our awareness to what truly matters, making meetings more meaningful and productive.
Ways to set intentions for a meeting
How do we go from theory to practice? Besides writing an agenda, setting intentions is a living process that can adapt to different contexts. Through our work and observation, we have found several methods that help:
- Opening round: Invite each participant to name what they hope for in the meeting. This can be as simple as “I would like to leave here with clear next steps.”
- Shared statement: Offer a collective intention, like “Our aim is to seek understanding, not to rush to solutions.”
- Silent moment: Take thirty seconds together in silence, letting each person connect quietly with their personal intention.
- Written focus: Write an intention at the top of a shared whiteboard or digital document. Refer back to it if the group loses direction.
The key is to do more than just declare an intention—invite commitment. Ask, “Does everyone agree with this?” When we involve the whole group, the intention gains strength.
Intentions and outcomes: More than results
Sometimes, we confuse intentions with outcomes. Outcomes are what we want to have achieved by the end, like a finished plan or a resolved debate. Intentions, though, are about how we wish to travel together. The difference matters.
For example, a meeting outcome might be “Finish drafting the presentation.” But an intention might be “Let’s approach this task with openness and patience, so everyone’s ideas can be included.” The two work together; intention shapes the culture, and outcomes mark progress.
Meetings structured around both clear outcomes and strong intentions leave people feeling capable and valued. They create spaces where it feels safe to share and innovate.
Examples of meeting intentions
Setting intentions can be simple or profound, depending on the group’s needs. In recent meetings, we have used intentions such as:
- “We are here to listen deeply and speak honestly.”
- “Let’s give everyone a chance to contribute.”
- “Our purpose is to find solutions, not to assign blame.”
- “We want to leave with all voices heard.”
- “Let’s focus on possibilities, not only problems.”
The phrasing is less important than the intent it expresses. What matters is that the intention is clear, specific, and meaningful to the group.
Addressing doubts and resistance
In our experience, some people hesitate to set intentions. They worry it will add time to already packed agendas, or that it sounds too abstract. Yet when we have paused, even for a minute, to name an intention, the results have been surprising.
Conversations are more honest. Disagreements stay respectful. People feel seen and valued. Setting intentions rarely wastes time—instead, it often saves time lost to miscommunication and confusion.
Even if only some participants initially join in, the effect is noticeable. A single reminder of the group’s intention, offered gently, can bring focus back when the discussion drifts.
Conclusion: The bigger impact of meeting intentions
When we set intentions in meetings, we honor both our time and each other. We create a space for purpose, clarity, and human connection. Meetings are not just containers for information, but places where values shape decisions and actions.
We have seen how intention changes outcomes—how it transforms routines into moments of learning and collaboration. We believe every meeting, no matter its size or topic, benefits from the simple practice of setting intentions. Next time you gather, try it. Notice the impact a few thoughtful words can make.
Frequently asked questions about setting intentions in meetings
What does setting intentions in meetings mean?
Setting intentions in meetings means making a clear decision about the purpose, attitude, and values you want to bring into the meeting. This shapes how people engage, guides conversation, and creates a more focused and respectful environment.
How can I set clear meeting intentions?
You can set clear intentions by stating them at the start of the meeting, inviting others to share their hopes, and writing the intention where everyone can see it. Asking for agreement from the group helps everyone commit to the shared intention.
Why are meeting intentions important?
Meeting intentions give direction, reduce confusion, help manage expectations, and create a stronger sense of presence and participation among attendees. They help groups stay on track and make sure all voices are valued.
What are examples of meeting intentions?
Examples include “Let’s encourage honest sharing,” “Our aim is to understand different perspectives,” or “We want everyone to leave clear about next steps.” The best intentions match the group’s needs and the purpose of the meeting.
Is it worth it to set meeting intentions?
Yes, setting meeting intentions is often worth it. Even a short moment spent naming intentions can help meetings run more smoothly, improve collaboration, and build a positive group culture.
