The Meeting Purpose Filter

Few things consume as much of a school leader’s time as meetings. They fill the calendar, shape decisions, and keep the school running — yet not every meeting adds value. Many leaders leave meetings feeling drained, unclear, or behind on the work that truly matters.

The Meeting Purpose Filter, part of our Time, Priorities & Focus Toolkit for School Leaders, helps leaders make meetings more focused, intentional, and productive. It’s a simple structure that brings clarity to why you’re meeting — and ensures every minute counts.

Understanding the Meeting Purpose Filter

Before scheduling or attending any meeting, the filter invites you to ask a key question: What is the purpose?

Every meeting should have one of four purposes:

• Inform – To share essential updates efficiently
• Decide – To make or confirm a decision collectively
• Solve – To work collaboratively on a challenge or issue
• Connect – To build relationships and strengthen team culture

By clarifying the purpose from the outset, meetings become shorter, sharper, and more productive. The filter helps leaders decide not just what to meet about — but whether a meeting is needed at all.

A School Leader’s Story: From Endless Meetings to Focused Collaboration

When I was deputy headteacher, meetings filled almost every gap in my week. Many had no clear agenda, and too often, we left without decisions or actions. I began using the Meeting Purpose Filter to plan and evaluate my calendar.

I started by tagging every meeting for a fortnight with its intended purpose — Inform, Decide, Solve, or Connect. The results were eye-opening: nearly half were “Inform” meetings that could have been handled through a well-crafted email or shared document.

By cutting unnecessary updates and focusing meeting time on “Decide” and “Solve” discussions, I halved the number of meetings I attended without losing any effectiveness. The time saved allowed for more meaningful conversations with staff and greater focus on strategic leadership.

The biggest surprise? Team morale improved. People appreciated shorter, clearer meetings — and the culture shifted from attendance to purpose.

Common Pitfalls to Watch Out For

1. Unclear purpose – If a meeting doesn’t have one of the four purposes, it probably shouldn’t happen.
2. Over-inviting – Not everyone needs to attend every meeting. Be selective — it shows respect for others’ time.
3. Lack of follow-up – Every meeting should end with clear actions, owners, and timelines. Without them, even good meetings lose impact.

It’s not about having fewer meetings for the sake of it — it’s about ensuring each one delivers value and supports wellbeing.

Lessons from My Leadership Journey

When we introduced the Meeting Purpose Filter across our senior and middle leadership teams, something unexpected happened — meetings became calmer and more collaborative. Agendas were shorter, discussions were sharper, and people arrived prepared because they understood the purpose.

One assistant head said to me, “It feels like meetings are for thinking again, not just reporting.” That shift captured the essence of this tool. Meetings should create momentum, not exhaustion.

Putting It into Practice in Your School

• Start small – Apply the filter to your next week’s meetings and identify which could be shortened, combined, or replaced with an update.
• Label every agenda – Make the meeting’s purpose clear from the start (e.g., “Department Meeting – Solve: KS3 Assessment Gaps”).
• Encourage purposeful attendance – Invite only those who can contribute or make decisions.
• End with clarity – Summarise next steps and check everyone leaves knowing what success looks like.

By embedding these habits, schools can reclaim valuable time and boost collective effectiveness.

Why Partner with People First

At People First, we help schools build cultures where time and energy are used wisely. Our Time, Priorities & Focus Toolkit for School Leaders gives leaders practical frameworks to reduce overload, strengthen collaboration, and create space for thoughtful leadership.

When schools partner with us, they benefit from:

• Tools to streamline meetings and improve communication flow
• Leadership coaching to embed purposeful meeting practice
• Strategic guidance to strengthen team culture and productivity

From Meetings to Meaning

Meetings should empower, not exhaust. The Meeting Purpose Filter helps leaders design and lead meetings that matter — purposeful, efficient, and people-focused.

By protecting time and clarifying intent, leaders set a standard for balance and professionalism across the school.

Stay tuned for our final post in this series — Blog 9: Turning Reflection into Routine – Embedding Time Management Habits that Last, where we’ll look at how to turn these tools into sustainable habits for lasting wellbeing and leadership impact.

If your school would like to explore how our Work and Wellbeing Coaching Programmes can help your leadership team make meetings — and time — matter, get in touch with People First. Together, we can help your leaders reclaim time, focus, and purpose.