Close icon
How to Make a Meeting Agenda (Tips & Examples)
Blog

How to Make a Meeting Agenda (Tips & Examples)

Tips and templates to put together your meeting agenda like a pro

November 19, 2020
Rob Lennon
Customer Education Lead at Hugo
Marketer and author with experience spanning a diverse 16 years in retail and SaaS startups across healthcare, mar-tech, and ad-tech, and productivity software sectors.

By following a few simple steps, it’s easy to make a meeting agenda.

In this article, we’ll offer a few expert tips to ensure your meeting agenda is more than a list of topics; it’s a powerful guide that drives your meeting forward.

But, if tips aren’t what you’re after and you want to download or copy meeting agenda templates, scroll ahead. You’ll find plenty of sample agendas near the end of the article. 👇

📝 What kind of document are you using for your agenda?

Firstly, are you planning on making your agenda in a Google Doc, a Word document? What about email? Will you print it?

An agenda with spreadsheet tables and graphics is not likely to look good in an email. But an email won’t print out nicely.

The right type of document for your agenda probably has something to do with how formal a meeting is.

Also, think about how you will organize your notes and agendas. Filing these meeting documents in folders has some major pitfalls, but not organizing them at all is even worse.

Meeting notes software like Hugo auto-organizes your notes and lets you share your agenda digitally, email it, and even save it as a PDF for printing.

For your final decision, I suggest using a digital note-taking tool like Hugo or Google Docs so that you can format your agenda to look nice while also easily sharing it in a variety of ways.

80+ Free Meeting Agenda Templates

Tons of meeting note templates to copy, download as Google and Word docs, or use in Hugo free.

🤷 What is the goal of your meeting?

Now that you’ve decided what kind of document to use for your agenda take 10 seconds for a quick thought exercise.

See, before you actually start preparing the agenda, it’s a good idea to reflect on the meeting as a whole.

  • What’s the purpose of your meeting? 
  • Why are you meeting in the first place?
  • What absolutely has to happen during this meeting?

If you’re having a hard time answering these questions, I have another question for you. Should you even have this meeting at all?

If you’re still sure you should have the meeting, your goal might be something like this:

  • Update the team on project progress and assign all necessary tasks
  • Decide on the strategy to overcome a problem
  • Communicate big ideas to your team so that everyone is aligned
  • Learn about all of the challenges a customer is facing and help them overcome them
  • Learn specifics about a sales prospect’s business and educate them on how your solution solves problems for them

🏃‍♀️ Write your agenda using action-oriented language in your agenda

One area a lot of people mess up when making a meeting agenda is not including enough information.

A good agenda lists topics for the meeting and lets attendees know some detail about those topics.

For instance, you might be inclined to write something like “Hiring Discussion” in your meeting agenda. 

But such a discussion topic gives almost no information to other people who are coming to your meeting. Now, imagine instead you write this: “Hiring - should we revise our plan given the downturn?”

This is a big, serious question that you don’t just want to drop on people’s laps. You want them to have time before the meeting to gather their thoughts.

This is what I mean by using action-oriented language. What actually needs to be discussed? Presented? Decided?

Spice up your agenda and make it actually mean something.

🚀 Putting it all together: Sample meeting agendas

Here are a few examples of meeting agendas that you can use as templates for various types of meetings. 

  • Regular Team Meeting
  • Customer-Checkin
  • Sprint Planning
  • Monthly Management Meeting

These agenda examples cover a wide range, so, in your quest to learn how to make a meeting agenda, hopefully you will find something similar to the kind of meeting you're preparing for. If not, browse our whole gallery of meeting agenda templates here.

If you like what you see, each has a link to copy as a Google Doc, download as a Word document, or use for free in Hugo.

Regular Team Meeting

Team Meeting Template

Objective

What is the purpose of this team meeting? Include any objectives and discussion topics.

Agenda

Does this meeting have a pre-planned agenda or structure? Include it here for easy reference.

Discussion Points

Summarize all relevant discussion points here.

Main Takeaways

What were the main insights from this team meeting? Include key decisions made, progress reports, and any opportunities, issues, or concerns that should be shared with colleagues.

Other Important Notes

Is there any other valuable information worth sharing? It does not have to be directly related to the meeting topic.

Share

List all key stakeholders not present and other departments that this information should be shared with.

Take Action

Clarify next steps, who's completing them, and when they should be done by. Note this information here to share and assign.

Follow-Up

How will we keep in touch and stay up-to-date about progress? Should we schedule another meeting?

Customer Check-In Meeting

Review

What has changed since your last customer check-in? Review recent events and key metric updates to gain an up-to-date, accurate understanding of your client.

Positive Highlights

How has our team helped this client achieve their goals since their last customer check-in? How can we improve these factors?

Concerns, Shortcomings, or Risks

Does the customer have any problems with our products or services? Identify all risks that may lead to customer disengagement or churn.

Objectives for Next Meeting

What specific goals does the client want to achieve before the next customer check-in? How can we help?

Opportunities to Increase Engagement / Upsell

Are there opportunities to increase the value we provide this customer?

Key Takeaways

List all insights and actionables worth sharing with other departments.

Summary

In 1-2 sentences, summarize the current state of the customer so other team members can understand our relationship with them. Consider the information above, key metrics, and overall sentiment.

Sprint Planning

Sprint Goal

What is the main purpose of this sprint? Define key objectives below.

Sprint Backlog

What user stories match the sprint goal? Share this with your team prior to the meeting so they can contribute. Break each user story down into individual tasks. Make sure each task has as much information as possible. Include important metrics.

Epics to be Delivered

List out the epics that we're planning to start or deliver during this sprint.

Scope of Work Clarification

Revisit your definition of "done." Decide on the acceptance criteria that will be used to determine when each individual task is complete. Make sure all of this realistically aligns with your team's capacity.

Key Risks & Concerns

What potential issues could come up based on the goal and sprint backlog? How can we solve them? Does the scope of work allot enough time for unexpected issues

Notes and Takeaways

What were the main insights and discussion points from this sprint planning session?

Take Action

Get verbal confirmation from your team about the next steps to be taken. Clarify who's completing them and when they should be done by. Note this information here to share and assign.

Follow-Up

How will we keep in touch and stay up-to-date about progress? Should we schedule a follow-up meeting?

Monthly Management Meeting

Monthly Management Meeting Template

Review Metrics/KPIs

Track progress on metrics, goals vs. actual. Where are we off from the plan? Why?


Company Update

Share key updates and provide a “State of the Union.”

Department/Team Lead Roundtable

Keep everyone up to date, look for efficiencies, and help each other get unblocked.

Name

Recent wins


Current priorities


Anything you are stuck on?


Name

Recent wins


Current priorities


Anything you are stuck on?


Professional Development (Optional)

Improve your long-term business results through an interactive learning or team-building experience.

Problem-Solving Session

Chose one challenge or area of priority.

  • Presentation on the challenge
  • Open discussion to better understand the challenge and find solutions
  • Assign next steps

Next Steps

  • @name Task by DUE-DATE

🎁 You’ve read this guide on how to make a meeting agenda...

Now what?

A smartly-made meeting agenda is only the beginning. 

You still need to share your agenda with attendees, have the meeting, and potentially follow-up afterward. If you have any questions or concerns about these steps, here are a few resources that will help you: 👇

Vital Meetings
Vital Meetings
A methodology for amazing meetings. Say goodbye to boring, long, and unproductive meetings.
Get it
Rob Lennon
Customer Education Lead at Hugo
Marketer and author with experience spanning a diverse 16 years in retail and SaaS startups across healthcare, mar-tech, and ad-tech, and productivity software sectors.

Want more productive meetings?

Let Hugo help with agendas, note-taking & tasks

Get Hugo Free

Connect your calendar, invite your team and experience better meetings in minutes