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7 Weekly Team Meeting Agenda Templates (Free Downloads)

Tips and templates for better weekly meetings. Download as Word or Google Docs, or use in Hugo free.

7 Weekly Team Meeting Agenda Templates (Free Downloads)

Have you ever sat through a meeting and struggled to keep track of the conversation? Have you attended meetings with many people who don't contribute to the group discussion, or the opposite — monopolizing attention or talking in circles?

A weekly meeting agenda can help mitigate such problems because it provides a structure for participants.

In this article, we'll explain the purpose of an agenda, describe how to create one, and offer some suggestions for a successful meeting agenda.

Why Create A Team Meeting Agenda

The purpose of an agenda is to facilitate communication in a meeting. Without clear communication guidelines, many discussions are ruined by participants who get distracted by their own agendas or simply ignore the agenda altogether.

An effective meeting agenda keeps participants focused on the main topic while providing valuable background information on the subject being discussed.

How To Make A Weekly Meeting Agenda Template

How to create a meeting agenda varies according to the style of the group.

Some groups prefer a formal structure, with each participant asking a question or making a statement and expecting others to respond. Other groups, however, prefer an informal dialogue format for their meetings.

Regardless of how the meeting is structured, it's important that everyone understand what is being discussed and why.

Here are two common examples of weekly meeting agendas:

Weekly Team Meeting


Purpose

Review top-level metrics, coordinate projects, and discuss pressing topics.

--

Agenda

Celebrate wins

Data to review

Updates Roundtable

  1. Name
  2. Name
  3. Name

Discussion Topics

--

Action Items


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?

Tips For Better Weekly Team Meeting Agendas

An agenda sets the stage for a well-planned meeting. It provides for a discussion that is both productive and informative, which will help achieve meeting goals.

The following are helpful tips for creating a successful agenda:

Involve others. Any successful meeting should put participants in charge of the agenda and allow them to contribute a section or two anywhere in the schedule.

This helps everyone feel as if they have some input into the meeting.

Keep the meeting to one hour or less.

Technically, this is not part of the agenda, per see, but having too much time can encourage group members to linger and go off on tangents that lead nowhere.

It's better to shorten, rather than lengthen, a meeting. Lengthening meetings can put people at risk of being bored or distracted by side issues. Shortening the meeting, on the other hand, creates urgency and allows participants to feel more involved.

Group parts of the agenda into categories.

This helps people focus on similar topics and stay in one frame of mind before switching contexts.

Meetings at work present great opportunities.

Distribute the team meeting agenda before the meeting.

This gives people time to think about what they want to say and review any information they may need for their contribution. The agenda will help them be ready when it's time for them to speak up.

Allow everyone a chance to contribute to the discussion, regardless of their experience or background.

This is especially important for novice speakers. By sharing the agenda, you're inviting them into the conversation.

And by allowing everyone to participate, the meeting can be enriched by all participants' backgrounds and experiences, even if their contributions are not as eloquent or effective as others'.

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Save time by having people contribute bullet points to the discussion in advance.

This way, you can prepare your thoughts roughly on what people might have to say instead of waiting for them to say it.

This saves time and allows you to speak more productively because you know what you want to say before the meeting.

Make a list of questions that need to be answered.

Putting people on the spot during a meeting is generally not a good idea, but people will feel better about answering questions if they see them listed in the agenda and will have an opportunity to think about them in advance.

Managing Team Meetings With 20+ People

Hear from Bear Douglas, Director of Developer Relations at Slack, on the evolution a team meeting that not only spans two-dozen people, but also the globe, and how they keep the meeting useful:

More Weekly Team Meeting Agenda Templates

Depending on whether your weekly meeting is a team meeting, a one-on-one, or a leadership sync-up, your agenda may vary. Use one of the weekly meeting templates here in this post, or combine agenda items from multiple templates to create your own.

Weekly Team Meeting

Say Hi

Make sure everyone's here and ask for a volunteer scribe.

Kickoff each meeting with a quick update from each team

If anyone else has any questions about something relating to one of the other teams, now is your chance to ask. (2 min per update)

  • Marketing
  • Design
  • Data & Analytics
  • Product Managers
  • Community
  • International

Go through the items that people added to the agenda

Ask whoever added the item to introduce it and lead that part of the conversation. 

Sum up next steps/actions

  • Clarify what actions need to be taken and assign a responsible person for each task
  • Choose someone else on the team to be meeting lead next time and add it to next week's agenda

Project Check-In Meeting


Our Objective

Reiterate the objective of the project

Deadlines/Milestones

Include in the agenda high-level milestones

Project Update Roundtable

  • Name
  • Summarize 1-5 updates here in the agenda
  • Name
  • Summarize 1-5 updates here in the agenda

Roadblocks & Risks

  • Where are you blocked? How can the team help?

Next Steps

  • @name Task by DUE-DATE

Stand-Up Meeting


Name

  • What did you do yesterday?
  • What will you do today?
  • Where are you blocked?
  • Comfort Level — How close are we to hitting our goals?

Name

  • What did you do yesterday?
  • What will you do today?
  • Where are you blocked?
  • Comfort Level — How close are we to hitting our goals?

Exec/Leadership Weekly Meeting


Review Metrics/KPIs

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


Insights

  • What’s going on in the company?
  • What’s going on with the customers?
  • What’s going on in the market?

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?

Deep dive

Before the meeting, select a project or area of the business to do a deep dive into. Have someone give a presentation on that area.

Messages to share with the team

Is there anything to be communicated to the entire company?


Next Steps

  • @name Task by DUE-DATE

Weekly Manager Meeting


Hi All!

How is everyone doing this week? What is everyone's headspace?

  • Manager #1
  • Manager #2
  • Manager #3

Last week's highs

Share some highlights from last week that lifted your spirits:

  • Manager #1
  • Manager #2
  • Manager #3

Last week's lows

Share some moments from last week that were tough:

  • Manager #1
  • Manager #2
  • Manager #3

General update

Report on any general updates within your teams. 


Last week’s goals

How did you perform against last week’s goals?


This week’s goals

Set some goals for this upcoming week.


Last week’s tasks

How did you and your team progress on outstanding tasks and projects?


This weeks’ tasks

What’s on your list this week?


Anything else to note or share?

Include any other items to discuss here.


Reminders

Include reminders to come back to in future meetings.


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