Why you need the 3 P's in every meeting - or don't bother having one (2024)

Have you spent countless hours, days...heck, most of your career in meetings that seem to have no agenda, no structure, no process, no results, no actions and basically no point? Do you shake your head after leaving the meeting room saying, "What wasthat about?"

Fear no more!

The 3 P's stand forPurpose, ProcessandProduct. They are, in short, the reason why, the how and the what next of every meeting agenda, formal correspondences, project plans and every other type of problem-solving that you may encounter at work, at home, in your volunteer activities or in your lifelong learning. At their bare minimum, they should be the foundation of everymeeting agenda you distribute or chair or can influence. Reverting an entire organization to "speak the language" of the 3 P's is an organization recognizing the power and cost savings of their employees conducting effective meetings.

Firstly,Purpose. The purpose of the proposed meeting is a statement of 'why' this meeting is necessary. Give this some serious thought. Is a meeting really necessary? Can this meeting occur more effectively in some other format, i.e. if the meeting is simply to relay information, can this be done through an Email or bulletin that people can read at their own leisure? Remember, your purpose drives your entire meeting time.

Poor purpose statement: This meeting is to catch everyone up on the policies that were revised over the summer. (Could this be done with an Email of a brief list of salient policy changes which may affect the department's course of business, instead?).

Better purpose statement: This meeting is to problem-solve policy #123 on progressive discipline due to recent concerns about inconsistencies. (Note the purpose implies active participation by attendees which gets people interested knowing they'll be called upon to give their voice).

Process. This is 'how' the meeting will progress...forward, hopefully. Giving the participants an idea of how they will contribute in a structured manner almost always eliminates circular conversations and those people who dominate the conversation. It also attempts to ensure everyone is heard / given time to contribute and in what manner they can do so, i.e. brainstorm method, 5-Whys, etc. Often, attendees will collect some thoughts beforehand, instead of coming to your meeting 'cold' and being surprised with information.

Poor process statements:

1. Chair will review last meeting's minutes.
2. Minutes will be accepted by committee.
3. Chair will talk at committee, re: this summer's revised policies.
4. Meeting adjourned.

Better process statements:

1. Prior to meeting time, please consider / collect / consult with co-worker's about opinions on progressive discipline enforcement and consistency detailed in policy #123.
2. 3-6-9 brainstorming the problem statement "Policy #123 (progressive discipline) is not consistently enforced within our organization."
3. Discussion on corresponding affinities and outcomes of 3-6-9 brainstorm.
4. Group to jointly develop action plan with accountabilities and timelines.
5. Survey the group for the plus/delta of the meeting process and products.

Lastly,Product. This is the big enchilada. The product is the 'what next?' of the meeting outcomes. Can you set this before the meeting begins? You bet and you should! It is the end goal towards which you and the participants are working. Basically, it is your reward! (Hint: sometimes the product of one meeting is the purpose for the next.)

Poor product statement: The department will have better knowledge of this summer's revised policies. (Fails to drive action for next meeting).

Better product statement: At the end of this meeting, we will have possible reasons why policy #123 is not being enforced consistently and an assigned, specific (SMART) action plan that will be followed up on before the next meeting date.

Now that you are armed with the 3 P's, you can successfully set better agendas, improve the effectiveness of your project plans and get meeting attendees to not dread, daresay even becomeexcitedabout the prospect of getting an invitation. Remember, a drive to action in every communication and interaction will set you apart as someone who gets stuff done. In turn, respect, emulation, daresay evenslightadmirationmay occur as a result from all your efforts. Be ready! 3 P's will change your outlook on life...effectively for the better.

Good luck!

**Please note that views expressed in this article are solely that of the author and are not meant to be representative of her employer.

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Author Britton Cowman is always looking for a more effective andefficientway to getthings done, as well as building meaningful relationships in order to progress the big ideas. The 3 P's is only one of the brilliant leadership tools DuPont Sustainable Solutions (and specifically, Six Sigma Master Black Belt,Mario Tomas, now retired) has changed my little corner of the world. Thank you,Sensei!

Other awesome references:

• No More Pointless Meetingsby Martin Murphy
• Visual Meetings: How Graphics, Sticky Notes and Idea Mapping Can Transform Group Productivityby David Sibbet
• Death by Meeting by Patrick Lencioni

Other related articles by Britton:

• What's in your leadership toolbox?
• Chunking it: getting stuff done...one bite at a time
• Blue Plaque days: 3 ways to begin with the end in mind

Other related articles by fellow LinkedIn Pulsers:

• Meeting effectiveness by Rob Nixon
• 5 rules to make your meetings more effective by Elizabeth Weir
• Senior meeting effectiveness by Prof. Angus McLeod, PhD.

Thanks for reading!