The Lost Art of Context Setting

Take a few moments to set the context for a meeting.

Have you ever joined a meeting a few minutes late only to realize that you have no idea what the speaker is talking about? You look around the Hollywood Squares of Zoom attendees and notice colleagues nodding in agreement and maybe even asking thoughtful questions. It feels like you missed the memo with the meeting’s agenda or setup. 

This can even happen when you join on time if the leader hasn’t taken the time to set the context or lay out a clear agenda and goal for the meeting. Some part of the group is confused or not participating because they aren’t on the same page as the other attendees. This is a big waste of time and can actually cause more work for all. 

Sometimes, leaders are moving so fast that they forget a vital communication skill: context setting (or setting the context).

Why is setting context is important?

Even in a one-to-one conversation, context-setting is vital and often helpful to grounding the conversation and determining the agenda of what needs to be discussed. 

In an effort to help you have better meetings, here is a quick checklist to set the context and clarify the reason you are meeting: 

The Context Setting Checklist

• Make Sure Everyone Knows WHY They Are Meeting.

  • Clearly state the purpose of the meeting.

  • Explain why it’s important now and share any relevant recent developments.

  • Define what you’re trying to accomplish during this session. (Pro tip: Highlight the big opportunity—lean in, folks!)

• Optional: Invite Initial Questions if time allows.

Make Sure Everyone Knows WHY they are meeting.

The beauty of setting context is that it doesn’t take long—usually less than a minute. With practice, you can develop a shorthand approach for recurring meetings or frequent collaborators.

This can usually be done in less than one minute (with a few more minutes for questions). As you get skilled at context setting, you can learn to do this quickly and even create a short-hand style for your common meetings and frequent collaborators. 

Don’t assume attendees are on the same page

“ASSuming makes an ASS out of U and ME” (Assumptions are problematic when we are moving at the speed of business. Take time and set context.

You may assume that everyone knows why they are meeting, but not everyone will be up-to-speed or on the same wavelength that you are. They may have other projects or even home life on their mind. 

If the group is impatient, you might ask if it is OK to set a little context for the meeting, and most often, you will hear a resounding yes. Additionally, you can also ask others to share their expectations for the meeting to gain even more alignment.

As they say, when you ASSume, you make an ASS out of U and ME. 

Send out a written agenda for more formal meetings

For more formal or irregular meetings, you might also want a written agenda sent out ahead of time and a designated notetaker or keeper of the action items. Every company culture has its own style. This will help attendees feel more prepared, especially if the meeting isn’t one that happens on a regular basis.

Ground the meeting

When you set the context at the start of a meeting, you signal to the team that you’re there to guide the conversation and ensure their involvement matters. Even a loose goal—like brainstorming ideas or weighing options—provides guardrails that help focus the discussion.

And don’t forget to ground yourself, too. Entering a meeting calm and centered can make all the difference. To prepare, try something like The Executive Pause—a brief moment to breathe and collect your thoughts before stepping into the spotlight.

How Are Your Meetings?

Are your meetings effective, or could they use a little more clarity and purpose? Does your team regularly practice setting context, or is it something you’d like to improve?

Let’s keep the conversation going! Share your thoughts, challenges, or tips for better meetings in the comments below, or reply to this post. I’d love to hear what’s working (or not working) for you and your team.

If you found this post helpful, consider sharing it with your colleagues—it might just spark the change your meetings need!