Meeting Agenda Template
Set expectations for what will occur before, during, and after a meeting.
About the Meeting Agenda Template
Everyone has been in a meeting that veered off-track, didn’t accomplish its stated goals, and felt like a waste of time. To avoid that, it’s crucial to create a meeting agenda. A meeting agenda sets expectations for what should occur before, during, and after a meeting. With this simple but effective tool, you can empower your teammates to come prepared, stay on-task, and allocate the appropriate time to each discussion topic.
Keep reading to learn more about meeting agendas, and how they can help your team!
What is a Meeting Agenda?
Meetings are a fact of life. For most of us, they’re integral to collaboration, and it would be impossible to get things done without them. If that’s the case, then why do so many of us dread meetings? Why are some meetings filled with tangents, off-topic discussions, and unprepared participants?
The answer is simple: most meetings don’t have a clear agenda.
By sending a meeting agenda to participants ahead of time, you allow them to prepare for the discussion. They can think about the proposed topics, formulate questions, and do any other necessary work to prepare. An agenda allows everyone to get on the same page.
Equally important, a meeting agenda helps identify when the discussion is complete, to avoid never-ending meetings that trail off without a sense of accomplishment. When questions or obstacles arise during a meeting, you can refer to the agenda to see if they fall within the scope of the planned discussion.
When to use a Meeting Agenda
As a best practice, create your meeting agenda well in advance of the meeting. Aim to send it out to your team at least a day ahead of every meeting. That way, you give your teammates time to review the agenda before you meet.
Create your own Meeting Agenda
Making your own meeting agendas is easy. Miro’s whiteboard tool is the perfect canvas to create and share them. Get started by selecting the Meeting Agenda Template, then take the following steps to make one of your own.
Get input from your teammates.
Meeting with your team costs valuable time. And if your teammates feel like they’re wasting that time, they might start skipping meetings. It’s important to select topics that require input from your entire team. No one should wonder why they’re in the meeting.
To make sure everyone is engaged during the meeting, ask your teammates what they would like to include in the agenda.
If you decide not to include something they suggested, be transparent. Tell them why you didn’t include it and suggest an alternative venue for discussing their topic.
Using the template, list your agenda items.
Many people find it helpful to list agenda items as questions. For example, instead of “editorial calendar,” you can try “should we update the editorial calendar?” A phrase like “editorial calendar” might leave participants wondering what exactly they’re going to talk about, which makes it more challenging for them to prepare. But using concrete language gives them something to prepare for.
Allocate time for each topic.
This is crucial for three reasons. First, it makes it more likely that you will address every topic on the agenda without running out of time. Second, it allows your teammates to tailor their questions or comments to the time they’ve been allotted. Third, if everyone is aware of time during the meeting, they are more likely to pay attention and stay on track.
Assign a meeting leader.
Ideally, you should rotate between teammates to fairly allocate the responsibility of leading the meeting. The leader keeps track of time, reminds everyone to stay on task, and takes notes if necessary. At the end of the meeting, the leader can record any action items to address in the next meeting.
Send out your agenda ahead of time.
If you can, try to send the agenda at least 24 hours in advance so your teammates get a chance to review it.