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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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Building great products is a collaborative activity and one that requires meetings (some might say more meetings than they would appreciate.) To make sure you’re getting value out of every minute, set and share an agenda in advance of every meeting. That way, everyone will show up prepared for the meeting, understanding what is going to be covered and what part they might plan in that discussion.

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Below are agenda examples for common product meetings that you can easily adapt to your own organization. This page is not only for your planning and team meetings — these templates also cover topics like user research and project post-mortems. Product team members have lots of other types of meetings too. For more agenda templates, check out these 50+ sample meeting agendas. 👇

Daily Scrum

Post-Mortem

Product Roadmap

Product Team Meeting

Retrospective

Sprint Planning

User Research

Daily Scrum

Groom your backlog. Plan your sprint. Run your agile process with a quick daily stand-up.
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Daily Scrum
,  Wednesday, August 18
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Name

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

--

Tips:

  • Use this 15-minute meeting to check the pulse on your work and stay on top of your sprint
  • Remember: Problem-solving is not part of scrum (although it can take place informally right after).
  • Personalize this template with an update section with the name of each engineer

Post-Mortem

It's ok if things didn't go as planned. Help your team identify opportunities to become better together.
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Post-Mortem
,  Wednesday, August 18
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Recap of Initial Expectations

Give a brief synopsis of the event. Include aspects like plans, timelines, and deliverables if applicable.

Recap of Outcome

Summarize the incident. What happened compared to what should have happened? Provide context so other team members can understand.

Stakeholder Input

Do any key stakeholders have discussion points to contribute? Share this template before the post-mortem meeting to gather feedback.

Roadblocks & Risks

What barriers or unexpected obstacles arose that changed the outcome of this event?

Root Causes

Identify the main cause of each issue above. Be specific. Were objectives clear? Was the schedule realistic? Did any changes in scope occur?

Main Takeaways

Summarize the key insights from this post-mortem. How can we ensure this incident doesn't happen again? What should we do differently next time?

Resources

List any additional resources that can help the team address all risks and root causes identified.

Next Steps

What can be done now? Who is responsible? Clarify any next steps, who's completing them, and when they should be done by. Note this information here to share.

Product Roadmap

Move the needle and make your vision a reality with this product roadmap template.
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Product Roadmap
,  Wednesday, August 18
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Capture Input

Do any key stakeholders have discussion points, insights, ideas, or requests to contribute? Share this template before the product roadmap meeting to gather feedback.

The Big Picture

With stakeholder input, develop a clear product vision by identifying the strategic goals most important to your organization. Examples include customer acquisition, churn reduction, technical improvements, upselling new services, etc.

Identifying Themes

What themes can be formed by grouping together the listed initiatives, features, and epics?

Prioritization

Why is each theme being pursued? What value does each one provide to the customer? Make sure to account for market space, customer data, and potential return on investment for each new project.

Execution Strategy

Break each initiative down into specific tasks, requirements, and deadlines. Confirm that each one is viable by allocating resources accordingly. Assign ownership and designate release dates.

Measuring Success

What metrics will you use to measure progress for each initiative? Define what success looks like.

Key Risks & Concerns

What potential issues could arise? How can we solve them? Does the scope of work allot enough time for unexpected issues?

Main Takeaways

What were the main insights from this product roadmap meeting? Include key decisions made, opportunities, and potential issues that should be shared with key stakeholders.

Visualization

Put together a visual aid for your roadmap. Ensure it communicates product direction and value to key stakeholders. Also, make sure that your engineering team can use it to see details and logistics clearly. Your roadmap should be dynamic so that it can easily evolve and adapt to changes over time.

Take Action

What can be done now? Who is responsible? Clarify next steps, who's completing them, and when they should be done by. Note this information here to share.

Share

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

Follow-Up

Now that plans have been set in motion, it's time to schedule meetings with other stakeholder parties to align them on what's coming next. Ensure that everyone is on the same page and plan roadmap check-ins for the future.

Product Team Meeting

Transform your weekly product team meeting into an engine for innovation and improvement.
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Product Team Meeting
,  Wednesday, August 18
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Quick Review

Share updates on progress, key metrics, and anecdotes to gain an up-to-date, accurate understanding of current product endeavors.

Positive Highlights

What milestones have we accomplished since our last product team meeting? What valuable lessons were learned?

Roadblocks & Concerns

Have any issues or challenges come up since the last catch-up? How can we help solve them?

New Information

Is there any other new information we should consider? Are there any new metrics, trends, customer feedback, or market influences we should be aware of?

Upcoming Priorities

What's coming up? Moving forward, what features, releases, goals, or fixes are we focusing on? How are we planning to approach these?

Main Takeaways

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

Take Action

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

Retrospective

Transform past lessons into plans for the future with this retrospective template.
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Retrospective
,  Wednesday, August 18
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Quick Review

Summarize all notable events since the last retrospective. Share updates on initiatives, key metrics, and anecdotes. Compare the current timeline and deliverables with what was originally planned.

Positive Highlights

What went well? Were any special milestones accomplished? Let each team member contribute.

Reflect on Roadblocks

What went wrong? Did any unforeseen obstacles arise? Identify the root cause of each one. Allow each team member to contribute. And remember, this isn't a blame game—focus on continuous improvement.

Room for Improvement

What were the main lessons from the roadblocks discussed? How can we solve each issue and improve?

Other Important Feedback

Summarize any other valuable discussion points. It does not have to be directly related to the retrospective's main topic.

Main Takeaways

What were the main insights from this retrospective meeting? Include key decisions, plans, and any opportunities or concerns that should be shared with key stakeholders.

Take Action

Clarify next steps, who's completing them, how we will measure 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? When is the next retrospective?

Sprint Planning

Sprints are the backbone of every great agile organization. Get your team ready with our template.
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Sprint Planning
,  Wednesday, August 18
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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?

User Research

Simplify your user research and optimize its impact with this agenda and note template.
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User Research
,  Wednesday, August 18
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Purpose

What is the main focus of this session (e.g., general performance, feature requests, product bugs)?

User Background

Relevant user information and demographics to understand the persona of the interviewee.

Response to Scripted Questions

List all planned questions for this particular user research study. Record the interviewee's response to each question.

Positive Highlights

Did the user mention any specific positive aspects in relation to the topic of this session?

Negative Feedback / Concerns

Did the user mention any specific negative aspects in relation to the topic of this session? How could we improve them?

Other Feedback

Did the user provide notable feedback outside the scope of this session that could help other business objectives?

Key Insights

Summarize the key insights that you learned from this user research session. If any are actionable, you can assign them to your team members right from here.

Notes / Quotes for Marketing

Were there any notes, quotes, or anecdotes that may assist marketing in their messaging to other users?

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Product

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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