How to write a meeting agenda (with examples)

The ‘secret’ to a great meeting is having a clear purpose, intention and goal – and the secret to that is having a good meeting agenda. A well-structure meeting agenda is essential to stay on track, address issues productively, and leave with clear and actionable next steps. 

Read on to discover how to write an agenda for a meeting, so you – and all the attendees – can always come prepared. Use our meeting agenda example to get started on creating your own.

What is a meeting agenda?

A meeting agenda is a document that outlines the topics, items and issues to be addressed during a meeting. It serves as a roadmap for the meeting, helping participants stay focused and ensuring that important matters are covered within the allocated time. The agenda is usually sent out to participants before the meeting, to provide them with an overview of what to expect and to allow them to prepare appropriately.

How to write meeting agendas: a step-by-step guide

A thorough meeting agenda can help save time, increase productivity and achieve desired results. A typical meeting agenda includes the following elements:

• Meeting details: date, time, location and purpose of the meeting
• Meeting items: presentation and discussion of new topics or items requiring attention
• Action items: tasks or actions assigned to individuals during the meeting
• Time frames: an estimated time allotment for each meeting item
• Closing: summary of key points and any follow-up actions
• Supporting documents: inclusion of any relevant documents or reports related to the agenda items

Making the effort to put together a meeting agenda ultimately saves you time – not just in your meetings, but afterwards too. With everyone on the same page, you’re able to collaborate effectively as you all work towards a common goal.

Here are a few steps you can follow to help you write an effective meeting agenda.

Step 1: Define the meeting objectives

The first step in creating a meeting agenda is understanding the purpose of the meeting. From here, you should set out agenda items for your meeting that align with the overall purpose. It’s essential to make sure the overarching purpose and any individual meeting items are clear and achievable. 

Step 2: Identify the participants

Once you’ve stated the purpose and objectives for your meeting, it’s time to move on to the attendees. The purpose of your meeting should determine whom you need to invite to it. You want to have the right people in the room to maximise efficiency and enhance the likelihood of achieving your primary meeting purpose. You don’t want to invite someone who isn’t essential.

While you’re at it, consider the roles and responsibilities of the meeting participants. For example, it can be worth allocating tasks to attendees for the meeting, like meeting leader and minute-taker.

Step 3: Determine the agenda structure

Next, start working on a rough structure for your agenda. Brainstorm and list the main topics to address during the meeting. Estimate the time needed for each agenda item so the meeting stays on schedule. Generally, it’s best to allocate more time to critical or complex topics and less time to routine updates.

Step 4: Create the agenda content

Arrange the agenda items in a logical order that makes sense for the flow of the meeting. As a general rule, you should place important or urgent items near the beginning of the agenda, when participants are most attentive.

If there are documents, reports or other supporting materials associated with agenda items, provide links or attachments, for attendees to review the information in advance. Reviewing the supporting documents during the meeting will eat into your meeting time, so it’s better to provide this information ahead of time and encourage the attendees to come prepared. 

Step 5: Communicate the agenda

Once you’ve created your meeting agenda, it’s essential to send your agenda ahead of time to allow the participants to prepare. It’s important to select the appropriate communication channels. This usually comes down to your company’s standard operating procedures. For example, sending the agenda around via email might be the norm, whereas other organisations use project management tools to schedule meetings and share the agenda. 

By sending your agenda ahead of time, the participants can review the agenda and prepare accordingly. It also encourages the attendees to provide input and feedback, like submitting agenda items or suggestions if they feel there are specific topics that should be discussed. 

Meeting agenda examples

Before writing your own meeting agenda, it can help to review some samples first. Here are some realistic agenda examples for meetings you can use to help you create your own.

Example 1: A well-structured team meeting agenda

The main purpose of a team meeting is to create space for regular communication, collaboration and coordination among team members, to achieve common goals and objectives. Team meetings often serve several important functions within an organisation; they can contribute to team building and information sharing while providing an opportunity for collective problem solving and decision-making. Here’s a team meeting agenda example you can use to create your own team meeting agenda. 

Team meeting agenda

Date: Monday 4th March
Time: 10.10 am – 11.00 am
Location: Room 2

Welcome (5 min): short catch up and meeting overview

Review of previous meeting (5 min): minutes from February 14th, 2024

Old items (10 min)

• Update on action items from previous meeting
• Progress report on ongoing projects
• Discussion of any unresolved issues

New items (10 min)

• Introduction of new projects or initiatives
• Team announcements and updates
• Any urgent matters or unforeseen issues

Project updates and reports (10 min)

• Project 1: summary of progress, challenges and upcoming milestones
• Project 2: summary of progress, challenges and upcoming milestones

Discussion items (10 min)

• Item 1
• Item 2
• Item 3

Action items (3 min)

• Assigning and clarifying action items for each team member
• Deadline and accountability for each action item

Closing (5 min)

• Any final remarks or important reminders
• End meeting

Example 2: A comprehensive board meeting agenda

Board meetings provide a structured forum for the governing body of an organisation to come together to discuss, deliberate and make decisions on key matters related to the organisation's governance, strategy and overall well-being. A comprehensive board meeting agenda is essential for covering important business items and ensuring decisions are made. 

Board meeting agenda

Date: Monday 12 March, 2024
Time: 14:00 – 16:00
Location: Zoom [meeting link]

Call to order (5 min)

• Welcome and opening remarks by the Chair
• Verification of quorum (the minimum number of board members required)

Approval of minutes (10 min)

• Review and approval of minutes from the previous board meeting
• Corrections or amendments (if applicable)

Reports (30 min)

• President’s report
  • Overview of organisational achievements and challenges
  • Key updates on strategic initiatives
• Financial report
  • Presentation of financial statements
  • Discussion on budgetary matters
• Committee reports
  • Updates from various board committees (e.g. finance, governance, audit)
  • Actions or recommendations from committees

Old items (20 min)

• Discussion and updates on unresolved issues from previous meetings
• Follow-up on action items and progress reports

New items (40 min)

• Strategic planning discussion
  • Presentation and discussion of long-term goals and strategies
  • Input and feedback from board members
• Policy review and approval
  • Review of proposed policies or amendments
  • Board vote on policy changes
• Any other new business items
  • Additional topics or issues brought forward by board members

Upcoming events and announcements (10 min)

• Notable events, conferences or important dates
• Any additional announcements from board members

Next meeting and closing (5 min)

• Announcement of the date, time and location of the next board meeting
• Closing remarks by the Chair
• End meeting

Example 3: An effective project meeting agenda

Project meetings are scheduled catch-ups held at regular intervals throughout a project’s timeline. The main purpose of a project meeting is to make sure everyone understands their roles in the project and is meeting milestones to achieve the final goal. It’s a good idea to schedule a project kick-off meeting before a new project starts, to bring together cross-functional teams to cover the entire project scope, objectives and expectations. 

Here’s an example of a project meeting agenda. 

Project update agenda

 

Date: Thursday 14 March 2024
Time: 9.05–10.00am
Location: Meeting room 1; [Teams meeting link]

Welcome and opening (5 min)

• Greet attendees and establish a positive tone for the meeting.

• Briefly review the agenda and meeting objectives.

  Review of previous meeting’s minutes (10 min)

• Confirm accuracy and completeness of minutes from the last meeting.
• Discuss any outstanding action items and their status.

Project status update (15 min)

• Overall project progress
  • Milestones achieved and upcoming milestones.
  • Any significant changes or challenges.
• Team updates
  • Brief updates from each team member on their tasks.
  • Identification of any roadblocks or resource needs.

Discussion of any new issues (10 min)

• Identify and discuss current project issues or risks.
• Brainstorm solutions and assign actions to mitigate risks.

Task and responsibility assignments (5 min)

• Review upcoming tasks and responsibilities.
• Assign tasks, clarify expectations and set deadlines.

Next steps and action items (5 min)

• Summarise key decisions and action items.
• Clearly outline tasks, responsible parties and deadlines.

  Project timeline and milestones (2 min)

• Review the project timeline and upcoming milestones.

Closing and next meeting preview (3 min)

• Announce the date, time and location of the next project meeting.

Meeting agenda templates

Here are a few sample meeting agenda templates you can follow to create your own meeting agenda.

Basic meeting agenda template

Meeting date: [Insert date]
Meeting time: [Insert start and end times]
Meeting location: [Insert location and/or link to meeting]

Welcome and opening (x min)

• Greet attendees and establish a welcoming atmosphere

• Briefly review the agenda and meeting objectives

Approval of previous meeting minutes (x min)

• Confirm accuracy and completeness of minutes from the last meeting
• Discuss any outstanding action items and their status

Updates and reports (x min)

• Project updates, if applicable
• Individual or team reports on current tasks and progress

Discussion of key topics (x min)

• List and discuss the main topics or issues for the meeting
• Encourage open dialogue and collaboration

Action items and task assignments (x min)

• Identify action items arising from the discussion
• Assign tasks, responsibilities and deadlines

Any other business (AOB) (x min)

• Allow participants to bring up additional items not on the agenda
• Briefly discuss and determine if further action is needed

Next meeting and closing (x min)

• Confirm the date, time and location of the next meeting
• Express gratitude, summarise key points and adjourn the meeting

Team meeting agenda template

Meeting date: [Insert date]
Meeting time: [Insert time – regular team meetings are usually around 60 min]
Meeting location: [Insert location and/or meeting link]

Welcome and updates (x min)

• Greet team members and set a positive tone

• Briefly share any important updates or announcements

  Action item review (x min)

• Quick review of action items from the last meeting
• Confirm completion status and address any outstanding tasks

Team progress and challenges (x min)

• Brief updates from each team member on current tasks
• Highlight progress, achievements and discuss challenges

New business and quick discussions (x min)

• Introduce new topics or items brought by team members
• Conduct quick discussions on pressing matters

Action items and next steps (x min)

• Summarise action items from the meeting
• Assign tasks, responsibilities and deadlines

Closing and next meeting reminder (x min)

• Confirm the date, time and location of the next meeting
• Express gratitude, summarise key points and adjourn the meeting

1:1 meeting agenda template

Meeting date: [Insert date]
Meeting time: [Insert start and end times – usually 30–34 min]
Meeting location: [Insert location or meeting link]

Check-in (10 min)

• General catch-up

Team member’s updates (10 min)

• Current tasks and projects
• Share progress, achievements and challenges
• Ask questions

Manager’s updates (10 min)

• Provide constructive feedback on performance
• Discuss any concerns or areas for improvement
• Organisational news

Board meeting agenda template

Meeting date: [Insert date]
Meeting time: [Insert time]
Meeting location: [Insert location or virtual platform]

Call to order (5 min)

• Welcome and opening remarks by the Chair
• Verification of attendees

  Approval of minutes (10 min)

• Review and approval of minutes from the previous meeting
• Corrections or amendments, if any

President’s report (15 min)

• Overview of organisational achievements and challenges

• Key updates on strategic initiatives

Financial report (10 min)

• Presentation of financial statements
• Discussion on budgetary matters

Old items (15 min)

• Discussion and updates on unresolved issues from previous meetings
• Follow-up on action items and progress reports

New items (15 min)

• Introduction of new topics or initiatives
• Discussion and decision-making on new matters

Upcoming events and announcements (10 min)

• Review of important dates, events or announcements
• Any additional announcements from board members

Next meeting and closing (5 min)

• Announcement of the date, time and location of the next board meeting
• Closing remarks by the Chair
• End meeting

Project meeting agenda template

Meeting date: [Insert date]
Meeting time: [Insert start and end times – 30–60 minutes is typical for a regular project meeting]
Meeting location: [Insert location or virtual platform]

Welcome and project overview (5 min)

• Greeting
• Briefly review the overall project goals and objectives

Status updates (10 min)

• Team members provide brief updates on their current tasks
• Highlight progress, achievements and potential challenges

Discussion of key issues (15 min)

• Identify and discuss any current issues or roadblocks
• Brainstorm solutions and assign action items if necessary

Task assignments and responsibilities (5 min)

• Clarify tasks for the upcoming period
• Assign responsibilities and set deadlines

Next steps and action items (5 min)

• Summarise key decisions and action items
• Clearly outline tasks, responsible parties and deadlines

Closing and reminder (5 min)

• Remind team members of upcoming deadlines
• Confirm the date and time of the next project meeting

Writing a meeting agenda is essential to a productive and efficient meeting. It helps define the meeting objectives and identify key participants so everyone is on the same page. Creating a good agenda is a fairly straightforward process, but it can make a world of difference to your next meeting. With these templates and tips ready to go, you have everything you need to run successful meetings that keep everyone on track.

Frequently Asked Questions (FAQs)

When should the meeting agenda be distributed?

It’s always worth sharing the meeting agenda in advance of the meeting so the attendees have sufficient time to prepare. At minimum, the agenda should be sent a day or two ahead of time, but earlier is better. 

How can I ensure all agenda items are addressed during the meeting?

Appointing a facilitator or moderator for a meeting is a great way to ensure all agenda items are addressed during the meeting. You can use a clock or timer to help keep the meeting on track.  

What if an urgent topic comes up that is not on the agenda?

There may be times when an urgent topic is raised in a meeting that hasn’t been listed on the agenda. In this instance, it can be worth working in a 10-minute buffer or even including time for general discussion where these types of topics can be raised. Depending on the extent of the issue, you may have to organise another meeting to discuss it further. 

How can meeting agendas be adapted for remote or virtual meetings?

You can adapt agendas for remote and virtual meetings by including the relevant conferencing links. The main difference is you’ll need to set up a virtual meeting first, on Teams, Zoom or Google Meet, and include the invitation link on the meeting agenda. No matter what platform you use, a separate meeting invitation should be sent to attendees for them to accept or decline. 

What steps can be taken if the meeting is running over the allocated time?

If your meeting is running over time, you may have to prioritise the remaining items to be discussed. In some cases, you might have to organise a follow-up meeting to cover the outstanding items or delegate action items to individual team members to resolve.