Protocol
Define what meeting success would look like
'Discuss the topic' is an activity, not a success condition.
When it fits
- A meeting exists on the calendar but its useful outcome is vague.
When to avoid it
- The 2025 study explored these reflection prompts; it does not prove that writing a success condition alone improves effectiveness.
Why it matters
Before the meeting, write one observable outcome that would make the time worthwhile: a decision, a clarified problem, assigned next actions, a reviewed artifact or another concrete state. Use that outcome to shape the agenda, attendees and preparation. If no meaningful outcome requires synchronous discussion, consider a cheaper format.
Steps
- At the end, the group can say whether the stated outcome was reached or deliberately changed.
An example
Instead of 'discuss replication issue,' define success as 'choose whether to pause the mass update and assign the next diagnostic test.'
Check your result
At the end, the group can say whether the stated outcome was reached or deliberately changed.
Keep this limit in mind
- The 2025 study explored these reflection prompts; it does not prove that writing a success condition alone improves effectiveness.
Connected ideas
Use beforeName what could prevent the meeting from succeeding
Evidence and sources
CHIWORK 2025 prospective-reflection work used questions about why a meeting is occurring, what success would look like and what could prevent success to explore meeting intentionality.
The work explores design and participant perceptions rather than proving that these questions improve meeting outcomes.
What Does Success Look Like? Catalyzing Meeting Intentionality with AI-Assisted Prospective Reflection · Technology probe prompts and study protocol