A well-crafted agenda sets clear goals and expectations, so everyone knows their purpose and what needs to happen before, during and after the meeting. This guide covers why agendas matter, eight steps to write an effective one, and examples (with templates) you can use in your next meeting.
Why every meeting needs an agenda
Meetings take up a lot of working time. A Harvard Business Review study found executives spend nearly 23 hours a week in them, up from less than 10 hours in the 1960s (Perlow, Hadley and Eun, “Stop the Meeting Madness”, 2017). An agenda helps you spend that time on purpose. It will:
- Clarify the purpose and goals of the meeting and keep the discussion on track.
- Manage time and pace, so there are fewer pointless arguments.
- Set expectations for participants and make sure every decision and action item is covered.
- Promote accountability, because each item has an owner.
One caution from the research: meeting researcher Steven Rogelberg says his research shows that having an agenda in and of itself does nothing for meeting effectiveness, and that leaders often just “put a different date on top of the agenda” and repeat last week’s. The steps below are about writing an agenda that is built for this meeting, not copied from the last one.
8 key steps to write an effective meeting agenda
1. Determine the type of meeting
Different meetings involve different people, formats and objectives, so choose the type first.
- Project kickoff meeting: an overview of the project’s goals, timeline, budget and expectations.
- All-hands meeting: a company-wide meeting that shares performance, goals and plans and builds a common sense of direction.
- Town hall meeting: employees ask questions, hear updates and give feedback to senior leaders.
- Strategic management meeting: senior leaders plan the long-term direction.
- Virtual team meeting: presentations, discussions and interactive activities over video or chat.
- Brainstorming session: a creative meeting where people generate and discuss new ideas.
- One-on-one meeting: a private conversation for performance reviews, coaching or development.
2. Define the purpose and goals
State why the meeting is being held and what you hope to achieve. If you cannot name an outcome, ask whether a message would do instead. Rogelberg makes the same point: sometimes you can send the information and use the meeting for five minutes of questions (Knowledge at Wharton interview).
3. Identify the key topics
List the topics that must be covered, including any decisions to be made. Put the most important item first, while energy and attention are highest.
4. Assign a time limit
Give each topic a time slot and the whole meeting an end time, so the meeting stays on schedule.
5. Identify the attendees and their roles
List who will take part and what each person is responsible for, such as presenting an update, taking notes or keeping time.
6. Prepare materials and supporting documents
Gather what people will need during the meeting, and share anything that needs reading beforehand.
7. Distribute the agenda in advance
Send the agenda to all attendees so everyone arrives prepared. Invite them to add their own items before the meeting.
8. Review and revise as needed
Check the agenda before the meeting to make sure it is complete and accurate, and trim anything that does not need the group in the room.
Meeting agenda examples and free templates
Here are three agendas you can adapt. The agenda items and timings should be adjusted to the needs and goals of your meeting.
1. Team meeting agenda
Date:
Location:
Attendees:
Objectives: update project progress; review current problems and solutions.
- Introduction and welcome (5 minutes) | @who
- Review of previous meeting (10 minutes) | @who
- Project updates and progress reports (20 minutes) | @who
- Problem-solving and decision-making (20 minutes) | @who
- Open discussion and feedback (20 minutes) | @who
- Actions and next steps (15 minutes) | @who
- Closing and next meeting arrangements (5 minutes) | @who
Free monthly meeting template
2. All-hands meeting agenda
Date:
Location:
Attendees:
Objective: share company performance and introduce new initiatives and plans.
- Welcome and introduction (5 minutes)
- Company performance update (20 minutes)
- New initiatives and plans (20 minutes)
- Q&A session (30 minutes)
- Employee recognition and awards (15 minutes)
- Closing and next meeting arrangements (5 minutes)
3. Project kickoff meeting agenda
Date:
Location:
Attendees:
Objectives: set clear goals and expectations; introduce the team; discuss challenges and risks.
- Welcome and introduction (5 minutes) | @who
- Project overview and goals (15 minutes) | @who
- Team member introductions (5 minutes) | @who
- Role and responsibility assignments (20 minutes) | @who
- Schedule and timeline overview (15 minutes) | @who
- Project challenges and risks (20 minutes) | @who
- Action items and next steps (15 minutes) | @who
- Closing and next meeting arrangements (5 minutes) | @who
More kickoff ideas are in our project kickoff meeting guide.
Set up your meeting agenda with AhaSlides
To turn an agenda into something your team can see, vote on and edit together:
- Create an account. Sign up for AhaSlides or browse the public templates library.
- Choose a meeting agenda template and click Get template.
Add your agenda items. Replace the template’s list slide with your own agenda. Then add a quick icebreaker, a poll or an open-ended question so people take part from the first slide.
Collaborate and share. Invite teammates to edit the presentation, then share the agenda as a link or QR code before the meeting.
Key takeaways
- Pick the meeting type and a clear goal before listing topics.
- Put the most important item first and give every item a time and an owner.
- Send the agenda in advance and invite attendees to add to it.
- Write a fresh agenda each time. An agenda alone does not make a meeting effective.
Frequently asked questions
What refers to the agenda of a meeting?
The agenda is the planned outline of what will happen in a meeting, sometimes called the schedule or order of business. It lists topics, timings and who leads each item.
What is an agenda-setting meeting?
An agenda-setting meeting is held to plan and decide the agenda of a larger, upcoming meeting.
What is the agenda for a project meeting?
A project meeting agenda outlines the topics, discussions and action items related to the project, such as progress, risks and next steps.
