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Agenda Templates

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

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Borrow best practices from leading teams

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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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Meeting agenda template FAQs

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What should be included in a meeting agenda?

  • Virtual conference or physical location details
  • Attendees (including mandatory and optional attendees)
  • The meeting goal or objective
  • A list of agenda topics in prioritized order
  • Indicate whether agenda items require a discussion
  • Inform members on how to prepare for the meeting
  • Leave a space at the end for action items
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What are common agenda items for a meeting?

  • Updates. Individuals or teams briefly share progress, obstacles, and achievements
  • Data review. Look at trends in key metrics and results measured from initiatives
  • Positive highlights. Big wins and milestones recently accomplished
  • News. New information that has surfaced including customer feedback, market influences, and industry news
  • Decisions. Topics for discussion where the group should decide on a path forward
  • Main takeaways. At the end of the meeting, review major decisions that were made
  • Action items. Assign responsibility for each agreed-upon task to one person
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How do you create a meeting agenda?

  • Create the agenda in advance
  • Data review. Look at trends in key metrics and results measured from initiatives
  • Identify meeting goals and state them clearly
  • Provide the right level of detail depending on whether the meeting is formal or informal 
  • Use a template like the ones in our library for common/recurring meetings
  • Share the agenda with all attendees before the meeting (preferably at least 1 day in advance)
  • Read: How to create effective meeting agendas for productive meetings
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How do you take minutes in a meeting template?

  • Maximize productivity with a designated note-taker
  • Follow the agenda and fill in notes along the way next to each agenda item
  • Do not include information that is implied by the agenda (e.g. Under ‘Updates’ do not write “An update was given”)
  • Always note any decisions made
  • Assign each action item to a directly responsible individual
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What makes a good meeting agenda?

Good meeting agendas promote engagement, alignment, and accountability. The goal of an agenda is to prepare participants for what is happening at the meeting. The level of detail required will depend on whether the meeting is formal or informal and what the topics are. Learn how to create effective meeting agendas.

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What are meeting agendas and minutes?

Meeting agendas shared documents that help all attendees get aligned before the meeting starts. Once the meeting is underway, agendas help you stay on track and cover what’s important without getting derailed.

Meeting minutes are notes taken based on what happened in the meeting. Minutes are typically used to inform attendees and non attendees about what was discussed in the meeting. Taking sound notes is key to fostering a transparent and effective working environment. 

Agendas help you execute against a shared plan and minutes document that execution for others to stay informed.

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Who should prepare the agenda for the meeting?

By default, the meeting organizer should be responsible for putting together the agenda. In most cases, they have the best grasp of what you want to accomplish and how to get there over your time together. 

With that being said, great meeting agendas are often a joint effort between all attendees. Agendas serve as a team preparation tool before the meeting, and a guide during it. In order to collaborate on agendas, use a shared document tool like Google Docs, Microsoft Word, or Hugo for connected meeting notes.

Hugo. Connected Meeting Notes.

See exactly how Hugo works.

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