How to create a great team meeting agenda (with templates) (2022)

We’re just going to say it: Most founders and managers have no clue how to run effective team meetings.

So, you wind up with countless issues, from not knowing what to talk about in these meetings (i.e. using the time poorly) to disengaged employees who zone out during these meetings.

That’s a shame because when done well, team meetings are an excellent way to foster a collaborative, helpful, and transparent company culture.

In this post, we’re sharing how to structure a team meeting, along with sharing a handful of team meeting agenda templates you can use.

Why are team meeting agendas important?

Team meetings, along with your 1-on-1s with your direct reports, can help you build a collaborative and transparent company culture. Because of this, these are the only two meeting types that are almost always better held live.

The best team meetings aren’t run ad-hoc. Instead, they create a team meeting agenda in advance, which ensures the most important topics rise to the topic, empower the team to voice their voice, and ensure that meetings don’t consistently run long.

How to structure and run your team meetings to be more productive

Before we dive into a handful of team meeting agenda templates, here are some general tips for how to structure and run these meetings:

  • Use a Remote-first approach: If you have a hybrid or fully remote team, these meetings should be run with remote-first principles. Simple things like having everyone log into the meeting from their own computer instead of having everyone in the office be in the meeting room while remote employees join from their computers creates a more inclusive environment.
  • Find a time that works for everyone: Time zones matter. Make sure that your team meetings take place during working hours for your entire team.

    Pro Tip: SavvyCal can help with finding a time to schedule these meetings. 😉

  • Assign a notetaker for each meeting: Switch up who the notetaker is every meeting. Please DO NOT always designate the most junior team member or a woman to this role each time.
  • Stick to the allotted meeting start and end times: This is just a simple gesture that shows you respect your entire team’s time.
  • Don’t try to solve every single problem on a call: If an item is going to take up too much of the team’s call, take it offline. You can either schedule a follow-up call with just the key stakeholders to go over this topic or better yet, try to discuss it via asynchronous communication.
  • Create a collaborative team meeting agenda: While you should only have one person leading the meeting, the entire team should be able to weigh in on what’s covered. This can be as simple as starting a shared Google Doc where team members can add their agenda items a couple of days before the meeting, or you can use collaborative agenda software like Fellow.app or Hypercontext.
  • Follow proper Zoom etiquette: Simple gestures like arriving on time, keeping yourself on mute when you are not talking, refraining from interrupting others, and reducing background noise can go a long way.

6 team meeting agenda templates you can use

From a company all-hands meeting to weekly department meetings, here are some team meeting agenda templates you can use.

1. A company all-hands meeting agenda template

Depending on the size of your company, you may have an all-hands meeting weekly, monthly, or even quarterly. Regardless, here is a template you can use.

(Video) MOST EFFECTIVE MEETING AGENDA TEMPLATE: How to Run a More Efficient & Organized Meeting

Opening

  • Icebreaker
  • Welcome message from founder or CEO

General business updates

  • Include data, key metrics, last month’s numbers, and overall progress towards goals.

Project updates by all team leads

  • Each team lead should have time (~5-10 minutes) to provide updates and essential information such as progress, schedule, insights, or data, so the company understands the overall status and goals.

Employee or team shoutouts and wins

  • Focus on recognizing achievements and wins of employees or teams.
  • This can also be a great time to welcome new employees and celebrate those who have employment anniversaries (such as one-year, two-years, etc., with your company).

Q&A

  • Anyone can ask the CEO or team leads questions, voice concerns, or raise issues. You can have people send questions in advance or submit them during the meeting.

Closing and reminders

  • Wrap up the meeting with reminders or initiatives, a way anyone can leave feedback after the meeting, and end with a thank you from the CEO.

2. An executive team meeting agenda template

As your company scales, you are going to hire a leadership / executive team. Your c-suite or executive team should hold regular meetings. Here is an example of a template you can use.

Opening

  • Provide any important wins, status updates, or schedule changes since the last meeting.

KPI update

  • Highlight any progress or significant changes in key metrics since the last meeting for context for the action items and ongoing tracking by the executive team.

Follow-up to open items from the prior meeting

(Video) How we built a great team meeting agenda at Coda (+ template)

  • Provide brief updates or further discussion on items not resolved from the previous meeting.

Top objectives and challenges

  • Having a list of the meeting’s priorities will help ensure that everyone knows the primary focus of the meeting before it starts and ensure that there is ample time to discuss the information without getting sidetracked on other issues.

Wrap up

  • Key takeaways, assign action items, thank you, and next steps
  • At the end of the meeting, provide a summary of the key takeaways, the next steps, assign any action items, and thank everyone for attending.

3. Department meeting agenda template

This is an example of an agenda template you can use for a weekly department meeting. In this specific template, we’re using marketing. However, this same template can be adapted for other departments like sales, customer support, or product.

Marketing Team Meeting objectives

  • List the primary objectives at the top of the Agenda to ensure these topics are discussed.

Wins

  • Take a few minutes to celebrate progress or wins from specific marketing team members.

Review key marketing metrics

  • Highlight any progress or significant changes in key metrics since the last meeting for context for the action items and ongoing tracking by the marketing team.
  • Discuss feedback from sales on lead volume and quality. Sales and marketing should be collaborative, and keeping an open loop is essential for this.

Team updates

  • Focus on critical updates, such as schedule changes that impact other teams, discoveries that influence the overall marketing strategy or roadmap, or follow-up items from the previous meeting.

Goals and challenges

  • Discuss and work through any new challenges or objectives that team members brought up.

Wrap up

  • At the end of the meeting, provide a summary of the key takeaways, the next steps, assign any action items to specific individuals, and thank everyone for attending.

4. General team meeting agenda template

Here is a general team meeting template, which is perfect for both cross-functional team meetings in smaller companies (for example - a sales and marketing team meeting) or individual teams inside a larger department in the organization (for example - the knowledgebase team within support).

(Video) How to make meeting agenda template?

You can use a template like this either for weekly, biweekly, or monthly team meetings.

For this example, we’re going to use a weekly sales and marketing team meeting agenda.

Weekly Sales and Marketing Team Meeting Agenda

Wins

  • Take a few minutes for people to share a win or celebrate milestones and progress.

Review key metrics

  • Highlight and share key sales and marketing KPIs since last week’s meeting.

Brief status updates

  • Share sales and marketing updates, company news or new information that impacts both teams, and upcoming project deadlines and updates.

Discussion and problem-solving of primary agenda items

  • This will be the majority of your meeting time where the specific meeting objectives are explored with a solution-focused approach.

Explore additional challenges or concerns

  • Identify and explore challenges hindering progress or concerns. It is a good idea to list out all of these secondary agenda items. However, these are the items that may need to wait until the next meeting or you can schedule a follow-up meeting with key stakeholders.

Wrap up:

  • Key takeaways
  • Next steps
  • Assign action steps to specific individuals if needed

5. General manager meeting agenda template

Many companies have weekly, biweekly, or monthly meetings for all team leads and managers. This is typically separate and larger than a c-suite meeting and allows for more open and collaborative company culture.

(Video) How to Build and Save Company-Wide Meeting Agenda Templates | Fellow.app

Monthly Manager Meeting Agenda

Brief company update

  • Key company KPIs / metrics
  • Company announcements
  • New information
  • Upcoming schedule/key dates

Team Lead / Manager roundtable

  • Each manager should be given ~5 minutes or so to share recent wins, current priorities, and any blockers.
  • This should be the bulk of your meeting.

Key challenges / problem-solving

  • Use this time to allow attendees to bring up questions, concerns, or challenges not addressed at earlier points in the meeting.
  • If you have a specific meeting objective that hasn’t been discussed, do so at this time.

Action items

  • Key takeaways
  • Next steps
  • Assign specific action items to individual managers

6. Project retrospective meeting agenda template

While all of the meeting templates above happen on a regular basis (usually weekly, biweekly, or monthly), retrospective meetings happen at the end of a big company or team project. For example, you might want to hold a retrospective with all team members (across multiple departments) after migrating to a new CRM.

Project Retrospective Agenda

Discuss what went well

  • Celebrate wins
  • Identify helpful processes or steps
  • Unexpected actions that worked

Discuss areas of improvement and challenges

  • Identify obstacles
  • Unexpected problems faced
  • Processes that didn’t work
  • Discuss concerns and frustrations
  • What you would do differently next time

Brainstorm changes to improve processes

(Video) Remote Team Meeting Agenda Template | Fellow.app

  • Explore possible changes that could be made to improve the process and overcome identified challenges.

Wrap up

  • Key takeaways
  • Next steps
  • Assign action steps if needed

Ready to level up your team meetings?

Whether you are hosting a company all-hands meeting, department meetings, or manager meetings, these 6 team meeting agenda templates can help you stay organized and run smoother meetings.

If you are looking to be even more efficient, this all starts with how you schedule these meetings.. A tool like SavvyCal can make this experience even better. Sign up for your free 7-day trial here.

FAQs

How do you structure an agenda for a team meeting? ›

8 tips to help you create an effective team meeting agenda
  1. Find a team meeting agenda template that works for your team. ...
  2. Ask your entire team to contribute to the agenda. ...
  3. Communicate the purpose of the meeting. ...
  4. Be clear with your agenda items. ...
  5. Assign an amount of time for each agenda item. ...
  6. Confirm who is leading each topic.

How do you create a perfect meeting agenda? ›

How to write a meeting agenda
  1. Identify the meeting's goal. ...
  2. Ask participants for input. ...
  3. List the questions you want to address. ...
  4. Identify the purpose of each task. ...
  5. Estimate the amount of time to spend on each topic. ...
  6. Identify who leads each topic. ...
  7. End each meeting with a review.

What should a staff meeting agenda look like? ›

Staff meeting agenda template

Team updates and announcements. A review of your key metrics and goals. Priorities for the week ahead. Roadblocks/Challenges.

What are the six areas to be covered in an agenda? ›

In this blog post, we'll explain what you should include in your meeting agenda template, then provide examples of agendas for three types of meetings.
...
What to include in a meeting agenda
  • Meeting participants. ...
  • Meeting objectives. ...
  • Agenda items. ...
  • Time frames. ...
  • Supporting documents. ...
  • Action items.
26 Sept 2022

What are the 7 steps in planning a meeting? ›

7 Step Meeting Process
  • Clarify Aim/Purpose.
  • Assign Roles.
  • Review Agenda.
  • Work through Agenda.
  • Review meeting record.
  • Plan Next Steps and Next Agenda.
  • Evaluate.

What are the three parts to an agenda? ›

Three Key Elements of Meeting Agendas
  • Basic information like the location, names of expected participants, date, start time and end time of the meeting. ...
  • The topic and the person responsible for it. ...
  • An objective for each item, or for the meeting in general.
11 Sept 2013

Is there an agenda template in Word? ›

Explore the wide variety of free agenda templates, including the classic meeting agenda template in Word and the flexible agenda in Excel. You'll find an agenda format that will help you keep your meeting on track and on task.

What are the 4 P's of meetings? ›

Use this template to identify and explain the 4 Ps required to run an effective meeting: Purpose, Product, People, and Process.

In what order should an agenda be arranged? ›

Create an agenda centered around the meeting goal using order of business to prioritize: first minutes, then reports, followed by time-sensitive situations, unfinished business, general items, and new business.

How do you structure a meeting? ›

  1. Start The Meeting. – Review the agenda : Communicate the purpose and desired outcomes. ...
  2. Conduct The Meeting. – Take time to tell and hear stories. ...
  3. Keep The Meeting Focused And Moving. – Get information and data from the meeting. ...
  4. Closing. – Conclude by summarizing the group's accomplishments, action points and decisions.

What should not be included in the heading of agenda? ›

Answer: Most meetings that we've attended or observed do not include this agenda item. Roles and responsibilities kind of float around as a result of the conversation. The responsibility of owning a certain 'next step' or 'action item' often lies with the person to whom it's assigned, but that isn't always clear.

How is an agenda written? ›

To write an agenda for a meeting, start with a title that includes the topic of the meeting. Then, list everything you want to cover during the meeting, and try to phrase the agenda items as questions to intrigue your team members.

What is usually the first item on an agenda? ›

1 Call to order. The call to order is the first section of your meeting under Robert's Rules of Order. This is a fancy way of stating the beginning of a meeting.

What are the four topics you should cover in the first meeting? ›

14 One on One Meeting Topics You Should Be Discussing With Employees
  • Year-end performance review.
  • Performance improvement.
  • Goal setting.
  • Feedback and recognition.
  • Career growth and development.
  • Compensation and benefits.
  • Onboarding.
  • Resources, work environment, and productivity.
16 Sept 2021

What points should a typical agenda contain? ›

How to Write a Meeting Agenda: 5 Items You Should Always Include
  • Leave a section for action items and off-topic discussions at the end of your meeting agenda.
  • Identify the list of required attendees. ...
  • Outline a list of meeting agenda topics for discussion. ...
  • Define the meeting goal. ( ...

What are the golden rules of meeting? ›

Our five golden rules for successful meetings
  • Make sure you invite the right people. ...
  • Plan the meeting carefully. ...
  • Time the meeting carefully. ...
  • Set the right tone. ...
  • Follow-up the meeting properly.

What are the 3 P's of planning a meeting? ›

By applying the three P's—purpose, people, and process—you can get back some of that most precious of resources: your time.

What is agenda example? ›

An agenda should include a few basic elements. Agenda items example include: A short meeting agenda lists the ultimate meeting goal. This can be anything from deciding who will take the lead on the next advertising campaign to how collected charity funds will be distributed.

How do I create a meeting agenda in Excel? ›

Create a Meeting Agenda Planner in Excel - YouTube

How do I create a meeting template in Word? ›

How to Create an Agenda in Microsoft Word - YouTube

How do I create an agenda template in PowerPoint? ›

Steps to build a PowerPoint agenda
  1. First open the Agenda Editor. ...
  2. Now select an agenda layout.
  3. Select a title for your agenda.
  4. Type in the different agenda items under "New item". ...
  5. If a point has been created, you can specify the duration or the instructor, but this function must be defined in the selected layout.

› ips › agenda-setting ›

Learn more about the process of setting an agenda for a meeting, including the functions of an agenda, and make your meetings more effective.
To prevent holding a meeting in which participants are unprepared, veer off-track, or waste the team's time, you should create an effective meeting agenda t...
She helps people navigate the job search process through one-on-one career coaching, webinars, workshops, articles and career advice videos on Indeed's YouT...

In what order should an agenda be arranged? ›

Create an agenda centered around the meeting goal using order of business to prioritize: first minutes, then reports, followed by time-sensitive situations, unfinished business, general items, and new business.

What are the three parts to an agenda? ›

Three Key Elements of Meeting Agendas
  • Basic information like the location, names of expected participants, date, start time and end time of the meeting. ...
  • The topic and the person responsible for it. ...
  • An objective for each item, or for the meeting in general.
11 Sept 2013

What are the 7 steps in planning a meeting? ›

7 Step Meeting Process
  • Clarify Aim/Purpose.
  • Assign Roles.
  • Review Agenda.
  • Work through Agenda.
  • Review meeting record.
  • Plan Next Steps and Next Agenda.
  • Evaluate.

What is usually the first item on an agenda? ›

1 Call to order. The call to order is the first section of your meeting under Robert's Rules of Order. This is a fancy way of stating the beginning of a meeting.

What is the first thing on an agenda? ›

Privilege the most important questions first.

And while it is fine to start a meeting with 5 minutes or so of news and notes, after that concludes, go all in addressing the most challenging, important, and vexing questions.

How do you structure a meeting? ›

  1. Start The Meeting. – Review the agenda : Communicate the purpose and desired outcomes. ...
  2. Conduct The Meeting. – Take time to tell and hear stories. ...
  3. Keep The Meeting Focused And Moving. – Get information and data from the meeting. ...
  4. Closing. – Conclude by summarizing the group's accomplishments, action points and decisions.

What is agenda example? ›

An agenda should include a few basic elements. Agenda items example include: A short meeting agenda lists the ultimate meeting goal. This can be anything from deciding who will take the lead on the next advertising campaign to how collected charity funds will be distributed.

What points should a typical agenda contain? ›

How to Write a Meeting Agenda: 5 Items You Should Always Include
  • Leave a section for action items and off-topic discussions at the end of your meeting agenda.
  • Identify the list of required attendees. ...
  • Outline a list of meeting agenda topics for discussion. ...
  • Define the meeting goal. ( ...

What are the 4 P's of meetings? ›

Use this template to identify and explain the 4 Ps required to run an effective meeting: Purpose, Product, People, and Process.

What are 5 things you would include in a meeting agenda? ›

How to Write a Meeting Agenda? 5 Key Steps
  • Establish the meeting type. Not informing your team about the type of meeting they'd be attending can cause a lot of confusion. ...
  • State the objective of the meeting. ...
  • Identify specific meeting topics. ...
  • Allocate time to discuss each topic. ...
  • Include a list of necessary documents.
8 Aug 2022

What are the golden rules of meeting? ›

Our five golden rules for successful meetings
  • Make sure you invite the right people. ...
  • Plan the meeting carefully. ...
  • Time the meeting carefully. ...
  • Set the right tone. ...
  • Follow-up the meeting properly.

What should not be included in the heading of agenda? ›

Answer: Most meetings that we've attended or observed do not include this agenda item. Roles and responsibilities kind of float around as a result of the conversation. The responsibility of owning a certain 'next step' or 'action item' often lies with the person to whom it's assigned, but that isn't always clear.

How is an agenda written? ›

To write an agenda for a meeting, start with a title that includes the topic of the meeting. Then, list everything you want to cover during the meeting, and try to phrase the agenda items as questions to intrigue your team members.

› post › meeting-agenda ›

Do you prepare an agenda for every meeting you lead? Do the meetings you attend typically have an agenda? What's so special about agendas anyway? A meeting ...
Want to know how to run a successful meeting? Successful meetings depend on how well you plan the meeting. Learn how to develop a meeting agenda.

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5. Creating an Effective Meeting Agenda Format | Coffee with Brett
(teamgantt)
6. Customer Success Team Meeting Agenda & Tips from Poka’s Director of Customer Success | Fellow.app
(Fellow App: Meeting Productivity & Management Tips)

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