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Agenda Templates

The best meeting agenda templates for aligned, forward-thinking teams

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Design meetings are among the more unique types of meetings in any business, requiring more brainstorming and critique than meetings run by other teams. They’re often highly collaborative, with real concepts and prototypes taking center stage. But even if you know what project is going to be discussed, having an agenda for the meeting helps keep the meeting on track and moving forward.

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Below is a selection of templates for the most common types of design-focused meetings. For more meeting agendas of all kinds, visit our whole library which includes 50+ agenda template examples. 👇

Creative Brainstorming

Design Critique Meeting Agenda

Design Workshop

User or Usability Testing

Creative Brainstorming

Experience more eureka moments with this creative brainstorming session meeting agenda.
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Creative Brainstorming
,  Wednesday, August 18
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Overview & Objective

State your project’s audience and objective in a clear and focused way.


State the Ground Rules

Brainstorming is a place and time where anything goes. Rules:

  • All ideas are welcome. Negativity is not.
  • Build on ideas. Don't shoot them down.
  • Do not censor yourself. Just say it.
  • Encourage participation from everyone
  • No interruptions from outside.

First Half: Brainstorm

Start sharing ideas. Note them somewhere where everyone can see (whether that be a poster, whiteboard, or in your Hugo meeting notes in the highlighted area below). To keep your creative juices flowing you may also want to provide toys, coloring books, magazines, doodling pads etc.

Halftime: Refine

Stop and take a vote on each idea. Thumbs up or down. Toss the ideas that lack support.

Improve on the Best Ideas

Look at the best ideas from halftime. Ask if there are ways to improve them, or come up with ideas that are similar.

Brainstorm Round Two

Once you’ve covered each of the good ideas, generate more new ideas just as you did at the beginning of the session.

Brainstorm


Next Steps

  • @name Task by DUE-DATE

Design Critique Meeting Agenda

Group conversation where you give feedback on whether a design meets its objectives.
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Design Critique Meeting Agenda
,  Wednesday, August 18
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Presenter: 

Project: 

Video Call Link: 

Design Prototype Link: 

--

Goal or Problem

Give a brief summary of the project goal or problem you are trying to solve with this design including relevant info on the audience and expected results.

Presentation

Present the design. Optionally, if you have more than one version, you may want to show all versions and explain your analysis of them.

Questions

The group will then discuss the design. Rather than making observations or judgments, try to mostly ask questions, such as:

  • “Did you consider using a visual to explain what’s going on instead of a paragraph of text?” 
  • “How come you decided to go with a segmented control instead of a preview of each section?” 
  • “Why does this pane slide in from the side instead of from the bottom?” 
  • “Have you seen App X? It does something similar and feels better/worse.”

Notes & Unanswered Questions

Note insights about the design here. Remember, you do not need to decide what to do with this information at this meeting. The main purpose is to get new thinking out into the open.


Action Items

  • @name Task by DUE-DATE

Design Workshop

Prepare a plan of attack for your next team meeting. Get to the meat of any design project in a half-day or full-day!
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Design Workshop
,  Wednesday, August 18
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Preparation

Note any documents that need to be reviewed or activities that need to be completed before the workshop.


--

Problems

Focus on the customer’s actual experiences. Prioritize them in order of severity and choose one or two to focus on. Resist the desire to skip ahead to “fixing” until you have organized the problems you are going to solve.

Solutions Brainstorm

It’s time to figure out how to solve the problem, design the flow, or develop the plan.

Brainstorming tips:

  • The more ideas the better!
  • Don’t worry about how feasible an idea is just yet. Expensive ideas may lead to other ideas that fit your resources
  • Provide sketching materials. Encourage everyone to visualize the solution.
  • If the group is large, break into smaller, cross-disciplinary teams and then report ideas back to the group.

Size & Prioritize

List your potential solutions in the following format --> Solution | Impact | Effort

  • Rewrite all site copy | medium | medium
  • Leverage API to automate enrollment | medium | large

Do we need to...

  • Gather more evidence? (Can we understand the problem better?)
  • Explore alternate solutions? (We loved these solutions but they’re too big. Let’s find a quicker fix to fit our timeline.)
  • Research solution size in more detail? (We need more information to understand which solution actually requires less effort.)

Next Steps

  • @name Task by DUE-DATE

--

Parking Lot

Store topics and ideas that are out of scope or beyond reach for this workshop.


User or Usability Testing

Run effective user testing sessions and usability studies with this sample meeting structure.
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User or Usability Testing
,  Wednesday, August 18
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Project

Prototype Link: 

User Name: 

User Background: 

--

What is being tested?


What is being measured/evaluated?


--

Running the test

Intro

  • Give your users context (e.g. image you’re using this app in a real-world situation
  • Recordings are confidential and for internal purposes only
  • You’re not being tested. It’s the design.
  • Thank your users and remind them you’re asking for feedback because you’re eager to improve your user experience

Example questions to ask

  • I noticed a bit of hesitation there, what stopped you?
  • What do you think this button is going to do?
  • What’s most appealing about this product?
  • What’s the hardest part about using this product?
  • Was there anything surprising or unexpected about this product?
  • What could be done to improve this product?
  • What may be missing? What else would you like to see?
  • What do you like/dislike about the way it works?
  • How do you think this product is going to help you?
  • Would you use this product today?
  • Why do you think someone would use this product?

Results

Positive Highlights


Negative Feedback / Concerns


Other Feedback


Key Insights


Notes / Quotes for Marketing


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Agenda Template FAQs

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How do you make team meetings more engaging?

The best meetings involve the whole room, not just one or two presenters. Here are a few ways to encourage more engagement:
  • Ask others to contribute to the agenda. Having a shared agenda helps everyone in the room feel responsible for the meeting’s success.
  • Make small talk as people are settling in. When you show up early, get the conversation flowing instead of burying your head in your laptop or your phone.
  • Don’t do all the talking. Invite fellow participants to lead discussions and provide updates.
  • Give updates before the meeting. Provide materials to review before the meeting so that you can focus on the discussion and decision-making when everyone is together.
  • Do a deep dive into one topic. Focus on a single challenge to tap into the collective intelligence of everyone attending.
  • Keep a sense of humor. Cracking the occasional joke will help meeting participants feel open to expressing their own ideas.
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What agenda topics are most common in team meetings?

Team meetings are among the most common and most important meetings in any workplace. Agendas for these types of meetings range wildly, but all topics usually fall into one of these categories:
  • Introductions. If they don’t already, make sure everyone in the room knows who each other are.
  • Updates. Updates are extremely common in team meetings, but often they are also the hog a lot of time without providing a lot of value. Summarize updates on the agenda when possible and keep them brief.
  • Discussions. This one speaks for itself.
  • Decisions. If a decision needs to be reached during the meeting, note it explicitly on the agenda.
  • Next steps. While not a significant part of the agenda, it’s important to always agree on action items from a meeting and who owns them.
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What are some fun and cool team meeting ideas?

  • Go around the table with an icebreaker. Get to know each other by having everyone answer the same question.
  • Change up the location. Get out of the conference room and into the break room, or on the lawn outside.
  • Start at a weird time. Pick something memorable like 1:23 pm.
  • Get some exercise. Switch things up during a long meeting by having everyone take a run around the block, do as many pushups they can do, or some other physical activity to get the blood pumping.
  • Pass out prizes. Have a pile or swag, or candy bars, or coffee gift cards up at the front of the room. Whenever someone makes a spectacular contribution, toss them a prize.
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What are good questions to ask in a one-on-one?

Personal/rapport-building:
  • What worries you? What keeps you up at night?
  • What are you most excited about?
  • How’s life outside work?
  • What do you like to do on the weekends?
  • What are your big dreams in life outside of work?
Career growth:
  • What skills would you like to develop?
  • Do you feel challenged in your role?
  • Is there any training or education we should be investing in for you?
  • How do you see your role evolving?
  • Do you feel like you’re making progress on your career goals?
  • Who in the company would you like to learn from?
Giving/receiving feedback:
  • Do you feel you’re getting enough feedback?
  • What’s an area where you would like help or coaching?
  • What’s an aspect of your job you’d like to improve?
  • How can I help you be more effective?
  • What is something I can do better?
  • What have past managers done that you’d like me to do as well?
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Why have one-on-ones with your employees?

One-on-one meetings have many benefits:
  • Help employees build better relationships with their managers 
  • Provide opportunities for coaching and training
  • Encourage employees to feel valued at work
  • Discuss performance and areas of improvement
  • Find out what employees are (and are not) excited about
  • Learn how managers can better help employees
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What should be discussed in a marketing meeting?

Every successful marketing team meeting should cover the following topics:
  • Set an agenda. Always create an agenda before the meeting.
  • Share wins. Start your meeting on a positive note.
  • Metrics review. Share meaningful data that relates to your main goals.
  • Quick updates. If you’re going to do an update roundtable, keep it snappy!
  • Retrospectives. Reflect on past campaigns and what could have gone better.
  • Brainstorming. Gather ideas from the team for upcoming initiatives.
  • Planning. Make clear decisions based on your discussions.
  • Tasks. Assign all next steps to a directly responsible individual.
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What are some marketing meeting best practices?

Make sure every marketing meeting passes the PANTS Test — straight from our favorite framework: Vital Meetings.
  • Purpose - State the reason for the meeting
  • Agenda - Always set an agenda
  • Notes - Designate one person to take notes for the meeting
  • Tasks - End every meeting with tasks or action items
  • Shared - Share meeting notes with anyone who might benefit
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What are the different types of marketing meetings?

Whether they are entirely internal or with an agency, marketing meetings usually fall into one of the following categories:
  • Brainstorming
  • Content Planning
  • Campaign Planning
  • Campaign Kick-Off Meeting
  • PR (Press Relations) Meeting
  • Team Sync-ups
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Who should set the agenda for a one-on-one meeting?

It’s good for the employee to feel ownership of their one-on-one because the meeting is primarily for their benefit. So, rather than having a manager set the agenda every time, the majority of the agenda should be driven by the employee. Of course, there should still be opportunities for managers to lead the conversation, especially when it comes to topics like coaching and performance. Using a meeting notes app that allows for easy, collaborative agendas can help.

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Should one-on-one be hyphenated?

Yes. The word one-on-one is always hyphenated, regardless of whether it is used as a noun, adjective, and adverb.

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What are other ways to spell one-on-one?

Writing all three hyphenated words out as one-on-one can be tedious. For brevity in your calendar invites, try using: "1:1" or "Name <> Name."

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