Meeting agenda template

A clear agenda is the cheapest way to make a meeting shorter. This one states the purpose and the decision the meeting should produce, who is attending, what to read beforehand, each topic with a time and an owner, and a parking lot for things that come up but do not belong. Tell the AI the meeting's goal and it drafts timed topics you can adjust.

Templates

  • Meeting agenda (document): Run focused meetings with a simple agenda: purpose, details, timed topics, owners and what to prepare. Sample agenda included.
  • Meeting minutes (document): Record what was discussed, decided and assigned in a meeting so everyone leaves with the same notes. Sample minutes included.

How to use these templates

  1. Open the agenda and write the purpose in one sentence: the decision or outcome you need by the end.
  2. Tell the AI the topics and how long you have, for example "45 minutes: Q3 results, hiring plan, office move", and ask it to "time the agenda".
  3. Name an owner for every topic and add any reading people must do first, with a link.
  4. Send it at least a day before the meeting, then use the same headings for the minutes afterwards.

Agendas that keep meetings on track

  • Write topics as questions. "Do we hire two engineers or one?" focuses a discussion that "Hiring" never will.
  • Put the most important item first, while people are fresh, not after the routine updates.
  • Time every item and leave five minutes at the end for actions. If the times add up to more than the meeting, cut topics, not the wrap-up.
  • Move status updates to a written note. Meeting time is best spent on discussion and decisions.
  • If an item is for information only and needs no discussion, consider sending it by email instead.

Frequently asked questions

How far in advance should I send an agenda?

At least a day ahead for most meetings, and several days for longer or formal ones, so people can prepare and send apologies.

What is a parking lot in a meeting?

A list of useful topics that come up but are off the agenda. Noting them keeps the meeting on track without losing the ideas, and they can go on a future agenda.

How do I write an agenda for a weekly team meeting?

Keep the same structure each week, such as wins, blockers, decisions needed and actions, and ask the team to add items to a shared copy before the meeting.

Can I use this for a committee or society meeting?

Yes. Add the standing items formal meetings usually include, such as apologies, approval of the previous minutes and any other business.

Related