What should drive the process used to plan meetings?

The objectives of the meeting are the most critical factors guiding the planning process. Establishing clear goals helps ensure that the meeting serves its intended purpose, whether it’s to inform, engage, strategize, or make decisions. When the objectives are defined first, this shapes other decisions, such as the selection of topics to be covered, the format of the meeting, the type of participants needed, and the resources required.

By focusing on the meeting's objectives, planners can create a more structured agenda that directly addresses the intended outcomes. This leads to more productive discussions and minimizes time spent on irrelevant topics. Additionally, having specific objectives can help in evaluating the meeting's success afterward, as outcomes can be directly measured against these goals.

In contrast, while factors like participant availability, budget constraints, and venue preferences are essential logistical considerations, they should not dictate the planning process. Prioritizing the objectives ensures that logistical choices are made in support of effectively achieving those goals, rather than the other way around.