How to Write a Meeting Agenda (With Template)

What Is A Meeting Agenda?

A meeting agenda is a list of topics or activities that need to be addressed during a scheduled meeting. The agenda serves as a plan or roadmap, guiding participants through the meeting efficiently and productively.

An effective agenda has several key purposes and benefits:

• It informs attendees of the meeting purpose, objectives, and expectations ahead of time. This allows participants to prepare and make the most of the meeting.
• It provides a schedule and structure for the meeting. The agenda keeps things organized and on track towards stated goals.
• It focuses the discussion and decision-making. With an agenda, participants know what topics will be covered and can stay focused.
• It serves as a record of what was discussed and decided for follow-up after the meeting.

The main components of a useful agenda include:

• Meeting title and date
• List of attendees
• Time allotted for each topic
• Clear objective and purpose statement
• Agenda topics and presenter info
• Any pre-work or prep needed
• Desired outcomes and decisions needed

A well-crafted agenda is essential for having an effective and productive meeting. It sets clear expectations, facilitates discussion, and ensures important topics get covered.

How To Write A Meeting Agenda

A well-crafted meeting agenda outlines the purpose of the meeting, provides structure, and drives productive outcomes. Follow these steps to create an effective meeting agenda:

Set the Date, Time and Location

Include the date, time, and location or virtual meeting link at the top of the agenda. This provides the logistical details upfront so attendees can plan accordingly.

List Meeting Objectives

Clearly state the purpose and goals of the meeting. List 2-4 primary objectives that attendees should focus on.

Include Attendee List and Assignments

Note who is required to attend and any agenda items they are leading. This helps assign ownership and ensures the right people are present.

Provide Previous Meeting Minutes

Attach minutes from the last meeting or include a summary. This reminds attendees of recent discussions and outstanding action items.

Create Timed Agenda with Topics

Outline the topics to be discussed and estimate how much time to spend on each one. This keeps the meeting on track and focused.

Add Additional Resources

Include relevant documents, reports, or background materials to inform the discussion. Share links or attachments for attendees to review.

Circulate Agenda in Advance

Send the agenda to attendees at least 24 hours before the meeting. This gives everyone a chance to prepare and sets expectations.

Meeting Agenda Template

A well-formatted agenda serves as a roadmap for productive meetings. Here are key sections to include in your meeting agenda template:

Agenda Title

The agenda title should be clear and descriptive. For recurring meetings, including the name of the meeting group and meeting date is helpful.

Date, Time and Location

Be sure to include the date, time, and location of the meeting at the top of the agenda. For virtual meetings, include any dial-in details or video conferencing links.

Attendee List and Assignments

List out all expected attendees and any agenda prep assignments given prior to the meeting for reference.

Previous Meeting Summary

Provide a brief summary of the last meeting's proceedings and highlight any key decisions or action items. This helps keep the team aligned on past discussions.

Timed Topics List

Create a numbered list of discussion topics and assign estimated times for each to keep the meeting on track.

Discussion Items

Provide some context or background for key discussion items to help prep attendees. List any relevant documents or materials to reference.

Resources/Attachments

Include any documents, presentations, or other resources to be reviewed before or during the meeting. Attach files or include links in the agenda for easy access.

Having an organized, thorough agenda sets the tone for an effective meeting. Use this template as a starting point to create agendas that facilitate productivity.

Tips for Writing Effective Agendas

An effective meeting agenda serves as a roadmap for a productive meeting. Follow these tips:

• Keep it simple and concise. Only include essential information and keep descriptions brief. Avoid unnecessary details.
• Prioritize important items first. Place high priority topics near the top so they can be covered if time runs short.
• Allow time for discussion. Allocate a reasonable amount of time for each item, factoring in questions and conversation.
• Send agenda in advance. Distribute the agenda to attendees at least 24 hours before the meeting so they can prepare.
• Follow up with meeting minutes. After the meeting, send out concise minutes summarizing discussions, decisions, and action items.

By keeping the agenda focused and well-organized, you can have productive meetings that stay on track. An agenda sets clear expectations so attendees can fully participate and leave feeling their time was well spent.

Common Meeting Agenda Items

Most meetings tend to cover the same key elements, regardless of the specific topics or objectives on the agenda. Here are some of the most common items to include in a meeting agenda:

Welcome and Introductions

• The meeting should start by welcoming all attendees and allowing introductions if there are any new faces. This helps set the tone.

Review of Previous Action Items

• Look back at the past meeting's minutes to remind everyone of the tasks or action items that were assigned. Check on their status and mark them as complete if finished.

Department/Team Updates

• Have each department or team provide a quick update on any major developments, issues, or news since the last meeting.

Current Project Discussions

• Use this main section to dive into the key projects, initiatives, or topics on the agenda. Facilitate discussions, address open questions, and move the projects forward.

Upcoming Events or Deadlines

• Review any major events, milestones, or deadlines approaching on the calendar. Discuss preparation status.

New Business

• Leave room at the end for any new business items that need to be discussed but were not on the original agenda. Capture any new action items.

Meeting Agenda Design Best Practices

A well-designed agenda makes meetings more productive and organized. Follow these best practices when creating your agenda:

• Use consistent structure and formatting - Keep the same layout from meeting to meeting. This makes it easier for attendees to follow along and know where to find important information. Use consistent fonts, colors, headings, etc.
• Include page numbers - Number your agenda pages so attendees can refer to specific items. This is especially helpful for long agendas.
• Use bullets, numbers, headings - Break up blocks of text by using lists, numbered items, and headings. This improves readability and helps participants scan the agenda more easily.
• Provide space for notes - Leave white space next to each agenda item for attendees to jot down notes. This keeps the discussion and action items in one place.
• Use agenda management software - Dedicated software provides robust tools for creating, distributing and managing meeting agendas. Features like version control, attendee management and note taking can streamline the agenda process.

Virtual Meeting Agendas

With more meetings taking place virtually, the agenda becomes even more important for keeping things on track. Here are some tips for creating effective virtual meeting agendas:

• Include video call details like the meeting link, dial-in number, and any access codes. This ensures everyone can easily join the meeting.
• Add instructions for screensharing, chat, raising hands, etc. Explain how participants can utilize these tools during the meeting.
• Schedule regular breaks, at least every 60-90 minutes. This gives people a moment to get up and re-focus.
• Test technology in advance, including your video, audio, and screensharing. Ensure any presentations or demos will work smoothly.
• Use agenda timers to keep the discussion moving. Display the time remaining for each item to keep things on track.
• Assign someone as the meeting moderator. They can monitor the agenda, facilitate discussion, and assist with any technical issues.

Following these best practices will lead to more organized and productive virtual meetings. An agenda sets clear expectations and helps participants effectively collaborate.

When To Send The Agenda Out

It's important to send the meeting agenda out to attendees with enough advance notice so they can prepare and make arrangements to attend. Here are some general guidelines on when to distribute the agenda:

• For important meetings, such as quarterly business reviews, planning sessions, or budget meetings, send the agenda out 1 week in advance. This gives attendees time to clear their schedules, review any materials, and prepare discussion points.
• For routine recurring meetings like weekly team meetings or monthly committee meetings, send the agenda 2-3 days before. This allows people to add discussion items and wrap up any work needed for the meeting.
• For short meetings limited to 30 minutes or an hour, you can often send the agenda the day before. Since less preparation is needed, a day's notice is usually sufficient.
• For urgent "emergency" meetings called on short notice, you may need to send the agenda the morning of. But try to avoid scheduling truly urgent meetings unless absolutely necessary. Even for urgent meetings, provide as much notice as you can.

The more notice you can give with the agenda, the better. But scale the notice period to match the importance and length of the meeting. Follow the guidelines above as a starting point.

Following Up After The Meeting

After the meeting concludes, follow up is crucial to ensure decisions are actioned and progress continues. Here are some key steps:

• Send meeting minutes - The minutes serve as the official record of the discussions and decisions from the meeting. They should be clear, concise, and distributed to all attendees soon after the meeting ends.
• Use AI Meeting Assistant - Platform such as Glyph AI can transcribe recording meetings and generate automated structured notes in seconds.
• Include action items and owner assignments - Any tasks or next steps decided on during the meeting should be explicitly written out. Each should have an owner assigned who is responsible for completion.
• Circulate presentation slides or documents - If any materials were shown or handed out, make sure to share copies with meeting attendees for reference. This also applies to any notes, research, or resources that were promised.
• Schedule next meeting - Before departing, try to agree upon the expected date/time for the next meeting while everyone is present. This helps lock in calendars and ensures follow-up and continuity. Send calendar invites to solidify.

Following up systematically after meetings reinforces execution and accountability. It also demonstrates respect for attendees' time and keeps momentum going on key initiatives.

Meeting Agenda FAQs

Who creates the agenda?

The meeting organizer or leader typically creates the agenda. They are responsible for planning the meeting flow and deciding what needs to be discussed. However, it's good to get input from others and allow people to suggest agenda topics as well.

How detailed should it be?

The level of detail depends on the meeting purpose, formality, and audience. For informal meetings, a simple bulleted list may suffice. For formal meetings, each item should include a title, time estimate, and presenter. Details help keep things on track. But avoid getting bogged down in minutiae. Focus on the essential topics and goals.

How do you manage last minute agenda items?

If new items come up after sending the agenda, the chair can ask the group if they agree to discuss them or defer them until later. Have a spot for "any other business" at the end to cover late items. Discourage bringing up non-urgent items without notice.

Should you reuse agendas?

Only reuse agendas if having a nearly identical meeting. Many agendas can serve as starting points or templates. But each meeting has distinct goals. Take the time to customize the agenda and ensure it reflects the topics at hand.

What if a meeting runs off schedule?

To keep a meeting on track, the chair should politely rein in off-topic discussions. If needed, suggest tabling certain items for later. Adjust agenda times if some items run long. Or extend the meeting if there is important material to cover. Communicate changes clearly so everyone knows what to expect.

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