Understanding Meeting Context: A Guide for Employees

Many employees find themselves in situations where their boss or manager schedules meetings without providing context or a clear purpose. This practice can lead to confusion, missed opportunities, and a general feeling of inadequacy. However, there are proactive steps you can take to ensure that you are well-prepared and that the meetings are as productive as possible.

Why Your Boss Might Not Provide Context

It's not uncommon for managers to schedule meetings without providing much context, expecting employees to be prepared for various topics. This can stem from a few reasons:

Your boss may assume that you have a good understanding of ongoing projects or issues. They might prefer to keep meetings open-ended, allowing for flexibility and spontaneous discussions. Alternatively, they could be rushed or sidetracked and simply forgot to provide the necessary background information.

Regardless of the reason, not having context can create anxiety and confusion about the purpose of the meeting.

Steps to Clarity: Communicating Effectively

Ask for Context

If your boss or manager doesn't provide the context upfront, it's perfectly acceptable and even recommended to ask for it. Here are some ways to approach the situation:

Initiate the meeting with a question. For example: 'Can you tell me what this meeting is about so I can bring the necessary materials?'

If you still feel uncertain or unprepared, politely ask for clarification. For instance, 'Could you provide more details on what we will be discussing so I can prepare accordingly?'

Use the opportunity to build rapport. Asking for context can demonstrate your engagement and willingness to contribute effectively, which can strengthen your working relationship.

If you are invited to a meeting with others, don't hesitate to ask for more details before the meeting. For example: 'Have any of you received information regarding the meeting? If not, I would appreciate some details.'

Prepare Thoroughly

Preparing for a meeting with context can help you be more productive and efficient. Here are some examples of how you can handle different scenarios:

The meeting is with your boss alone:

Accept the meeting request and include: 'What is this about?'

If it's clear that it's related to a restructuring or team changes, accept and include: 'I understand the restructuring process, but if this is related to a change in my team, I suggest bringing in colleague C.'

The meeting is with your boss and some of your team members:

Accept the meeting request and include: 'What is this about?'

The meeting is with your boss, higher-ups, and other managers:

Accept the meeting request and include: 'What is this about?'

Define the Meeting Goals

To ensure that your meetings are productive, it's helpful to define the goals and agenda. Here's an example:

I like to say that the difference between a meeting and a bull session is that a meeting starts with an agenda and ends with minutes. Before any meeting, I would ask my boss what the agenda is so that I could prepare for it.

By setting clear goals and expectations, you can make the most of your time and ensure that the meeting achieves its intended purpose.

Conclusion

In conclusion, seeking context and clarity in meetings is not only acceptable but also a smart practice that can lead to better productivity and stronger working relationships. By asking for context and defining the goals of the meeting, you can ensure that you are well-prepared and that the meeting is as productive as possible.