A step-by-step guide to navigating unstructured meetings with clarity, care, and intention

Let’s talk about meetings that start with “So… what are we here for?”

We’ve all been there: a calendar invite with no context, no prep, and no clear purpose. It’s easy to assume that a meeting without an agenda is a waste of time, and often, it is. But not always.

Sometimes, the absence of a formal agenda is intentional. It can create space for open dialogue, emergent thinking, or relationship-building. The key is knowing when that’s useful, and when it’s just poor planning.

This guide helps you reflect on the purpose, risks, and potential of agenda-less meetings, so you can decide when to lean in, when to ask for structure, and how to make the most of the time.

Ask – Is This a Meeting or a Placeholder?

Not every calendar block deserves to be a meeting.

☑ Clarify:

• Was this meeting scheduled with intention, or out of habit?
• Is there a shared understanding of why we’re gathering?
• Could this be handled asynchronously?

✍ I’ll check in with the organiser by asking:
“Just checking, what’s the focus for this session?”

Consider the Context

Some meetings benefit from open space. Others flounder without structure.

☑ Reflect on:

• Is this a small, trusted group that meets regularly?
• Are we brainstorming, checking in, or troubleshooting?
• Is this a space for relationship-building or decision-making?

✍ This meeting might benefit from being unstructured because ____________________________.

Name the Purpose in the Room

Even if there’s no written agenda, someone should name the “why” out loud.

☑ Try opening with:

• “Let’s use this time to check in on where we’re stuck.”
• “I thought we could use this space to surface anything that’s been on your mind.”
• “What’s one thing you’d like to leave this meeting with?”

✍ A purpose I could propose is: ____________________________.

Create a Gentle Structure on the Spot

No agenda doesn’t mean no shape. You can co-create a flow in real time.

☑ Try:

• Going around the room for quick updates
• Using a whiteboard or shared doc to capture themes
• Setting a time limit for each topic

✍ To bring light structure, I’ll suggest: ____________________________.

Watch for Warning Signs

Unstructured meetings can drift, dominate, or drain.

☑ Be mindful if:

• Only a few voices are heard
• The conversation circles without progress
• People seem disengaged or unclear

✍ If this happens, I’ll gently ask:
“Would it help to pause and clarify what we’re trying to get out of this?”

Final Reflection: What Does “Productive” Mean Here?

Not all value is measurable in bullet points. Sometimes, the point of a meeting is connection, emergence, or shared presence. But if that’s the case, it should be intentional, not accidental.

✍ If I could redesign this meeting, I’d make it more about ____________________________
and less about ____________________________.

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