Meetings are often criticized as time-wasters, but that usually happens because they lack structure, clarity, or follow-through. The CLEAR model — an acronym for Contract, Listen, Explore, Action, Review — offers a pragmatic, step-by-step approach to running purposeful, results-driven meetings. It's a good meeting structure for project managers to be familiar with.
1. Contract: Establish the Purpose and Ground Rules
Before diving into discussion, contract with participants about what the meeting is for. This isn't a legal contract or term, but simply taking the time at the beginning of the meeting to gain agreement on:
Why you're meeting (problem-solving, decision-making, update, inform, etc.)
What the desired outcomes are
How long the meeting will be
What roles people will play
Note: If you use meeting agendas (which you should whenever possible) and distribute them prior to the meeting, this should all be covered in the agenda so you can start the meeting with reminding everyone what the agenda is such as: “Today we’ll decide on the next project priorities. We’ve got 45 minutes. Let’s aim to leave with a clear priority list. Sam will take notes.”
Why it matters: Aligning expectations up front increases focus and accountability.
2. Listen: Ensure Everyone is Heard
This is about active, inclusive listening. Encourage all voices, not just the loudest. The facilitator should manage airtime, surface hidden concerns, and create psychological safety.
Tactics:
Use structured check-ins if looking to get everyone's opinion (“Let’s hear a 1-minute view from everyone.”)
Reflect back what you hear (“So you’re concerned that…”; "So what I am hearing is...")
Ask clarifying questions
Why it matters: Unheard concerns become future obstacles. Listening builds buy-in.
3. Explore: Dig into the Issues
Here, participants collaboratively analyze the topic. It’s not just brainstorming — it’s sensemaking.
Approaches:
Break down assumptions
Identify root causes when facing an issue or problem solving
Examine alternative options when making a decision
Use visual tools (e.g. whiteboards, decision trees, idea/option lists)
Avoid jumping to conclusions. Instead, allow for ambiguity and multiple viewpoints.
Why it matters: Decisions made without full exploration are often flawed or short-lived.
4. Action: Decide What Happens Next
Translate discussion into concrete outcomes (i.e., Action Items):
What will be done?
Who owns each task?
By when?
Use clear language for Who, What, When. Instead of “team needs a recommendation,” say “Jamal will draft a proposal by Tuesday.”
Tools:
Action logs
RACI charts (Responsible, Accountable, Consulted, Informed)
Why it matters: Meetings that end in talk but no action destroy momentum and morale.
5. Review: Reflect and Improve
Close the meeting by reviewing:
What was accomplished?
What are the captured Action Items?
What additional next steps will be taken (e.g., follow up meeting, meeting summary email, etc.)?
This can be a 2-minute wrap-up or a structured retrospective, depending on the meeting’s importance.
Why it matters: A clear wrap-up makes sure that everyone is leaving the meeting with a common understanding. This turns one good meeting into a habit of effective meetings.
Putting It All Together
| Phase | Purpose | Key Questions |
|---|---|---|
| Contract | Set purpose, roles, and expectations | What are we here to do? |
| Listen | Hear all perspectives | What are people thinking or feeling? |
| Explore | Understand the issue deeply | What’s going on beneath the surface? |
| Action | Decide and assign next steps | Who will do what by when? |
| Review | Reflect and improve | What was accomplished and agreed to in this meeting? |
When to Use the CLEAR Model
Team strategy sessions
One-on-one coaching meetings
Cross-functional planning meetings
Conflict resolution meetings
Even family or personal planning discussions
Final Thoughts
The CLEAR meeting framework prevents meetings from drifting into vague conversation or rushed decisions. It promotes shared understanding, collaborative problem-solving, and committed follow-through. Use it consistently and your meetings will stop being meandering and start being a tool for real progress.
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