10 Meeting Agenda Examples & Free Templates
Let’s be honest.
We’ve all been a part of team meetings where most participants are clueless about the purpose of the meeting, and the speakers steer the discussion off-track.
What follows is a true catastrophe.
You’d find your team clocking in many unproductive hours because of the ‘said meeting’ without achieving any objective.
A meeting agenda can help you avoid this and be the answer to all your woes. ✌
An effective meeting agenda is a plan you share with your meeting participants. It’ll help your team set clear expectations of what needs to happen before, during, and after the meeting.
In this article, we’ll discuss what a meeting agenda is and learn the five key steps involved in writing one. We’ll also look at 10 meeting agenda template options and explore the reasons why your entire team needs a meeting agenda.
- Why you Need an Agenda for Every Meeting
- How to Write a Meeting Agenda? 5 Key Steps
- An Example Agenda for Your Meeting
- 10 Meeting Agenda Templates
- 1. Weekly 1-on-1 meeting agenda template
- 2. Team meeting agenda template
- 3. Board meeting agenda template
- 4. Project kickoff meeting agenda template
- 5. Meeting dashboard template
- 6. Brainstorm meeting agenda template
- 7. Meeting minutes template
- 8. HR meeting agenda template
- 9. Marketing meeting agenda template
- 10. Project management meeting agenda template
- Cross-off Stress from Your Work Life with Meeting Agendas
Let’s get started.
Why you Need an Agenda for Every Meeting
Sitting through a meeting that doesn’t have an agenda is pretty similar to setting out on a treasure hunt without a map.
Can we all agree on how unproductive that would be? 😐
A meeting agenda allows your team to prepare for the meeting topic, ensure that everyone is on the same page, and keep them on track to hit their objectives.
- Give the meeting a clear purpose
- Help you stay on track
- Help define responsibilities
It consists of a list of topics, action items, and activities you want to discuss during the meeting.
A simple meeting agenda could be a short bulleted list. More detailed agendas include descriptions for each agenda item, reference material, and expected outcomes for each discussion topic.
Formal agendas also include timing and presenter information for each agenda item.
An example of a formal agenda can be a city council agenda used in a state’s city council meeting. These agendas can have an open forum section that makes time for public comment.
But formal meeting agendas aren’t restricted to the government.
You can use them in your company’s meetings too. You just have to choose the agenda that suits your team the best.
Now that you know what a meeting agenda is, let’s look at how you can write one. ✍
How to Write a Meeting Agenda? 5 Key Steps
Here are the five easy steps you can follow to create the right meeting agenda for your team:
1. Establish the meeting type
Not informing your team about the type of meeting they’d be attending can cause a lot of confusion.
Imagine a team member attending a regular meeting only to find out that it’s their performance review.
The horror! 😱
To avoid catching people off-guard, make sure you all know what the meeting is about.
Meetings can be of several different types, including:
- Team meeting: also referred to as a staff meeting, these are opportunities for your team to discuss various business aspects
- Board meeting: a formal meeting among your organization’s board of directors. They’re generally held at regular intervals to review team performances and policy issues
- Executive session: held by board members regularly before their routine board meetings
- Recurring meeting: daily, weekly, or monthly meetings that repeat regularly
- Project kickoff meeting: conducted at the beginning of every new project to inform the team about project objectives, deliverables, and timelines
- Brainstorming meeting: used to flesh out a new idea with your teams in a conducive brainstorming session
- Feedback meeting: hosted to gather constructive feedback from your team regarding new projects and processes
- Agile meeting: a special meeting used to hold hyper-focused discussions for agile teams to conduct sprint reviews, share valuable project information, customer feedback, project updates, etc.
- Scrum meeting: uses a scrum meeting agenda that may include sprint planning, daily standups, product backlog refinement, sprint reviews, etc.
- Retrospective meeting: held after project completion to discuss what went well and what didn’t
- Onboarding meeting: help new hires understand professional expectations in their work environment
- Committee meetings: help a subgroup of team members from your company form a committee to achieve any special function.
2. State the objective of the meeting
What are the top reasons you’re having a meeting with your team?
Do you want to update them about a project? Do you want their insights on something?
Or maybe you just want to unwind and discuss last night’s game over a chilled glass of beer. 🍻
Clearly stating the meeting objective gives your team a heads-up on what’s coming their way. At the very least, they’ll know whether to bring a project report or a beer to the meeting. 😜
3. Identify specific meeting topics
Once you have a clear meeting goal, make a list of discussion topics you want your team to cover.
We’re going to let you in on our secret to make your meetings more engaging. 🤫
Make sure to pick discussion topics that affect everyone in the meeting.
This way, you’ll have all your team members willing to participate in the discourse.
4. Allocate time to discuss each topic
Your favorite sea sponge has something to say.
Meetings are expensive and can be difficult to organize. They’re only productive when they can utilize time effectively.
That’s why it’s important to allocate a certain amount of time to discuss each meeting topic. And you won’t end up straying and spending all your available time on a single topic.
Using a consent agenda is another time-saving trick for your meetings. A consent agenda groups recurring discussion topics into a single agenda item that you can easily cross-off.
These measures will make sure your meetings don’t become a time-suck and a calendar clogger. 👀
5. Include a list of necessary documents
Let’s say you hold a meeting with your project stakeholders.
One way to make the meeting more productive is to share all project documents through your team meeting agendas ahead of the meeting.
Think of this as one of the pre-reading activities your teacher would ask you to do back in school. 🤓 This practice sets the right context for every participant in the meeting and empowers them to contribute to the discourse.
Now that you know what to do, let’s look at some meeting agenda examples to help you see what these steps look like in action.
An Example Agenda for Your Meeting
Here’s a simple meeting agenda example for your reference:
Design Team Meeting
Time: 09:00 am – 09:45 am
Meeting Participants: @SpongeBob, @Patrick, @Mr.Krabs, @Squidward
- Develop a new website page for product testimonials
a. Before the meeting:
- Every attendee must review the document on product testimonials
b. Discussion topics:
- Review product testimonials document (10 min)
- Discuss the content you want to include on the web page (10 min, @Name)
- Present sample designs for the web page (15 min, @Name)
- Share suggestions and vote on the website design (10 min)
c. Action items:
- Create a timeline for design deliverables – @SpongeBob
- Share first cut of the web page design – @Patrick
- Schedule a second meeting to finalize design – @Mr.Krabs
This sample should give you an idea of how you want to design your meeting agenda. To help you further, let’s look at some meeting agenda templates.
10 Meeting Agenda Templates
Here are 10 meeting agenda templates that you can use to create your next agenda:
1. Weekly 1-on-1 meeting agenda template
Download this 1-on-1 ClickUp Meeting Agenda.
2. Team meeting agenda template
Download this staff meeting agenda template.
3. Board meeting agenda template
Download this board meeting agenda template.
4. Project kickoff meeting agenda template
Download this project kickoff meeting agenda template.
5. Meeting dashboard template
Download this meeting dashboard template.
6. Brainstorm meeting agenda template
Download this brainstorm meeting agenda template.
7. Meeting minutes template
Download this meeting minutes template.
8. HR meeting agenda template
Download this meeting agenda template.
9. Marketing meeting agenda template
Download this marketing meeting agenda template.
10. Project management meeting agenda template
Download this project management meeting agenda template.
Cross-off Stress from Your Work Life with Meeting Agendas
An effective meeting agenda will make team collaboration seem like a cakewalk.
And when collaboration becomes easy, your team can focus on amping up their productivity and getting their creative juices flowing.
With the help of a project management tool like ClickUp, writing effective meeting agendas and managing meetings are easier than ever!
ClickUp lets you document every meeting, manage agendas, take down effective meeting minutes, assign comments to your team, and so much more.
Ready to watch your team ace teamwork and hit all their objectives?
Get ClickUp for free today and say goodbye to meeting disasters. 👋