The Hidden Power of Shared Expectations in Meetings
When was the last time your team left a meeting energized instead of drained? Too often, meetings are treated like interruptions to “real” work rather than essential spaces for alignment, reflection, and connection. But what if we saw them differently? What if, instead of rushing through agendas, we created spaces that invite people to show up with clarity, care, and purpose?
That’s where the power of setting clear expectations comes in, and why it matters for building that environment of clarity, care, and purpose.
Why Clarity Is an Act of Care
Priya Parker, author of The Art of Gathering, reminds us that gatherings begin before people walk into the room. The way we frame a meeting—what we tell people to expect, how we prepare them, and what purpose we give it—shapes the energy and trust in that space. When expectations are vague or last-minute, people can feel surprised and confused. When expectations are clear and thoughtfully communicated, people feel empowered to participate.
Another way to think about clarity would be to offer transparency in the process. It’s about infusing liberatory ways of acting into our everyday work rituals aka meetings. Transparency can reduce anxiety, help people find their purpose, and create an environment where many different voices and needs can flourish.
What Happens Without Clear Expectations?
Staff may show up to meetings unsure if they’re being evaluated or invited to co-create.
Introverts and neurodivergent teammates are disproportionately disenfranchised when put on the spot with no time to reflect.
Team members may miss the opportunity to prepare, opt out, or bring their best thinking.
Leadership unintentionally reinforces power imbalances by springing surprise agendas.
We’ve all been in a surprise meeting or a meeting where we were “underprepared” but didn’t know it until it was too late. This can increase anxiety and erode trust.
What Happens When You Do Set Clear Expectations?
Imagine sending a short “What to Expect” to the group a few days before your next team meeting. The “What to Expect” includes the purpose of the session, the agenda, ways people can engage, and what type of preparation may be helpful. You include a clear agenda where a break might be built in or reflection or sharing can be seen transparently featured in the agenda. You communicate with your team in advance if they’re invited to present or facilitate any section of the agenda, and offer space for them to ask questions, and offer feedback ahead of time.
Suddenly, there is room for people to understand what they are getting themselves into. Quieter voices find space to speak. People come prepared—and possibly more open. You’ve created not just a meeting, but a method of building momentum and trust.
Inclusive Planning Is an Invitation, Not an Instruction Manual
I’ve written a short guide that you can download, which is all about Making Space for Stepbacks and Intensives. The guide provides grounded, flexible approaches to designing this kind of inclusive and intentional space. It’s not about perfection or overly rigid agendas. It’s about asking the right questions:
What emotional and relational needs may be present in the room?
How do we support the diverse range of learning and processing styles?
What agreements do we need to feel safe, honest, and connected?
How do we want to show up—for each other and for the work?
Whether you’re running a 30-minute staff meeting or a multi-day retreat, this guide offers adaptable strategies and reflection prompts to help you get there, with clarity and care.
Ready to Try This Setting Expectations Strategy?
Start by reviewing your last three meetings:
What expectations were set? (Were they explicit or implicit?)
What was assumed, rather than shared?
If you could go back in time, what would you do differently? And what lessons can you take from that to apply to the next one?
Then take one small next step: write a simple “What to Expect” note and share it before your next meeting. It could be a few lines in an email, a verbal overview, or a visual agenda slide.
And if you’re ready to go deeper—planning a quarterly regroup, a stepback, or a restorative retreat, download the guide to support you!
Explore the full guide: Making Space for Stepbacks and Intensives
It’s a practical, human-centered roadmap for leaders who want to bring more care, clarity, and creativity into how we meet and plan.
Because your team deserves more than just another meeting.
They deserve a space where they can thrive.
