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How to Write an Effective Meeting Agenda (With Templates)

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How to Write an Effective Meeting Agenda (With Templates)

All meetings have a purpose. Some meetings are brainstorming sessions. Other meetings are strategy sessions to achieve a particular goal. Some meetings are debriefs from still other meetings. Whether you are gathering to fill in your employees on the stunning third-quarter results or to practice a pitch for a new client, your meeting will run more smoothly, efficiently, and productively with a meticulously crafted meeting agenda.

In this article, you will learn how to create an effective meeting agenda and host productive meetings.

The Importance of a Meeting Agenda

A Meeting Without an Agenda Is like a Road Trip Without an Itinerary

As a busy professional, you lose patience when you feel your valuable time is being wasted. This happens more often than you may realize. For many executives, meetings take up two of the five days of the workweek.

All the more reason to make sure that every meeting is essential. Ask first if the topics can’t be covered another way — through email, perhaps, or via a phone call with the key players. If you determine that a face-to-face meeting is imperative, write a meeting agenda to outline the discussion points, and assign times for each speaker.

You know the frustration you feel when a meeting falls ten minutes behind schedule while everyone politely waits for Susan to finish gushing about her trip to Bermuda? Meeting agendas act as gentle reminders to everyone assembled that time is valuable and to please stay on point.

Well-Crafted Agendas Are Inclusive

Scheduling a staff meeting signals to coworkers that their input is needed, or that assignments need to be made. When you follow up the meeting invitation with a detailed agenda, participants know to prepare. Workers actually say they enjoy participating in meetings if there is a clear objective and pertinent information is shared.

Smart Meeting Agendas Are Goal-Oriented

Meeting agendas set all topics to be covered. Choose different speakers for each topic, and ideally, allot times for each speaker. If it’s a brainstorming session, consider an agenda that lists expected outcomes. For example: “Outline the plan for developing our mentoring program; set timelines; make staff assignments.”

Agendas serve as a guide for the meeting facilitator, keep everyone in sync, and provide a format for the person taking the meeting minutes to follow.

How to Write an Effective Meeting Agenda

So, how do you go about crafting this all-important meeting agenda? Apply these 8 useful tips:

1. Solicit Feedback Ahead of Time

Your bosses and colleagues will be more engaged if you ask for their input. Getting their buy-in will make it more likely that they will attend the meeting and champion its outcomes.

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A week before the meeting, make it a point to visit with some of the key players at your company and simply ask, “Would you like to include anything on the meeting agenda?”

2. Follow Proper Meeting Agenda Etiquette

After you’ve drafted the agenda, be sure to run it by your supervisor, your supervisor’s boss, and each person cited on the agenda. Never include a speaker on the agenda without first taking this precaution. Avoid listing workers who are out of town or attending other meetings.

If the key player on a particular piece of business is away, ask another staffer to fill in for her. As a courtesy, be sure to let them both know you have taken this step.

Once the meeting agenda is approved and the speakers are set, email the agenda to all meeting attendees in advance. Take care to get RSVPs to the meeting. You want to avoid any surprises.

3. Respect the Timeline

If you have reserved the office conference room for an hour, that is the longest your meeting should last.

At some companies, other groups will have reserved the conference room directly after your group leaves. So ideally, draft your meeting agenda so that your team will have left the room at least five minutes before the next meeting starts.

4. Find an Organizing Principle for the Meeting Agenda

Streamline your agenda so that the attendees will leave having a clear sense of the outcomes. You may want to prioritize, listing the most important projects that must be discussed first.

Sometimes, it makes sense to organize these projects by their deadlines. Other times, it makes sense to list these projects by their importance to the firm.

5. Consider the Number of People Who Should Report

Five minutes of uninterrupted time is often long enough for an update on a particular meeting. It’s the interruptions that add time!

If your senior V.P. of marketing tends to get flustered or veer off track when interrupted, consider a meeting agenda that leaves Q&A for the last ten minutes of the meeting. Then, be sure to enforce it. You can gently interrupt the interrupter and say, “As you know, Paul, we’ve left time at the end for questions. Right now, let’s let Rick finish his update.”

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6. Pay Attention to the Order of the Speakers

In some companies, senior management speaks first. In other companies, junior associates do. When figuring out the speaker order, be sure it aligns with your company’s culture.

That said, never include anyone on a meeting agenda who does not need to report. Doing so will just make the meeting run long. When listing speakers on the agenda, deciding whether to include their titles will again depend on your company’s culture.

In a more casual environment, you might just list first names. In a more formal environment, you might list first and last names and include titles.

7. Format Meeting Agendas in the Same Way

A meeting agenda should be made on the organization’s letterhead — or at a minimum, include the company logo. Place the title for the meeting and the date at the top of the agenda, along with the meeting’s projected start and end time.

A meeting agenda should be in outline format in a readable type size. Find a clean design for the agenda, and use it each time for consistency. The font should be easy to read, such as Times New Roman or Geneva or Arial. If a template already exists for meeting agendas, simply use that. If one does not exist, create one. (See the next section)

8. Include a List of Documents Needed for the Meeting

Oftentimes in a meeting, the group will be asked to react to a report or proposal, and it is helpful to list these documents at the bottom of the agenda.

Additionally, it will save time if you send the documents together in advance of the meeting so everyone attending will have time to review them.

If laptops are required, be sure to let attendees know in advance.

Meeting Agenda Templates

As long as there have been meetings, there have been meeting agendas. So chances are, someone in your company knows of a clean, easy-to-read meeting agenda template that you can use. But in not, consider one of these:

Agenda Template #1 – Planning

Mentor Program Planning Meeting Agenda

Location: First-floor Conference Room

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Date: November 18, 2019

Time: 1-2:30 p.m. ET

Agenda

  1. Background on Purpose of a Mentor Program, Cheryl Smith, Director, Human Resources (1-1:15 p.m.)
    • a. Evidence regarding employee engagement
    • b. Need to groom rising stars
  2. Recruitment of Mentors/Mentees, Max Marcus, Associate Director, HR (1:15-1:35 p.m.)
    • a. Other corporate models
    • b. Brainstorm criteria
  3. Mentor Program Requirements, Seth Walsh, HR Intern (1:35-1:55 p.m.)
    • a. Pros and cons of structured mentor meetings
    • b. Brainstorm requirements
  4. Implementation, Cheryl Smith (1:55-2:20 p.m.)
    • a. Timeframe for department heads to identify participants
    • b. Pilot program rollout
      • i. 1st participant training session
      • ii. pilot program rollout
      • iii. quarterly debriefs
    • c. Program evaluation
  5. Next Steps, Max Marcus (2:20-2:25 p.m.)

Agenda Template #2 – Information

WXYZ Meeting Agenda

Objective: To create a viable list of businesses to cold call

Meeting Lead: Mary Starsky

Date: November 20, 2019

Location: 16th Floor Conference Room B

Time: 4 p.m.-5 p.m. ET

Call-in Number/Code

Agenda Items

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Introductions 4 p.m.-4:05 p.m.

  1. John Smith—Presenter 4:05 p.m.-4:20 p.m. Companies contacted
  2. Marianne Legit—Presenter 4:20 p.m.-4:35 p.m. Potential leads
  3. Sylvia Stretch—Presenter 4:35 p.m.-4:55 p.m. New canvassing techniques
  4. Q&A [Only if time]

Preparation for Meeting

  • Please read: [List and attach documents]
  • Please bring: [i.e. Laptop, suggestions, supplies]

Agenda Template #3 – Presentation

ZZZ Company Agenda

Date/Start and End Time: Nov. 21, 2019; 9 a.m. ET-10 a.m. ET

Location: Cafeteria, 12th Floor

Meeting called by: Steve Parks

  1. Welcome/Introduction – [Steve Parks, 9 a.m.-9:10 a.m.]
  2. New Product Line Overview – [Paul Aria, 9:10 a.m.-9:20 a.m.]
  3. Demonstrations – [Claire Ringis, 9:30 a.m.-9:40 a.m.]
    • a. Whitening toothpaste
    • b. Toothpaste that strengthens gums
    • c. Toothpaste that fights plaque
  4. Product Marketing – [Steve Parks, 9:40 a.m.-9:50 a.m.]
  5. Discussion and Q & A [9:50 a.m.-9:55 a.m.]
  6. Next Steps – [To be distributed after the meeting]

Bottom Line

When you write the meeting agenda, you control the meeting

Your aim should be to run a tight meeting. An intelligent agenda will help you do this. Leave enough time for discussion, but not too much time. Also, be sure to start your meetings on time.

When you take charge of crafting the meeting agenda, you are directing what course of action needs to be taken. Your ability to draft an effective meeting agenda will increase both meeting and follow-up productivity. These are two extraordinary feats.

Run the tightest meetings at your company, and your team’s performance will soar.

More Tips for Hosting Productive Meetings

Featured photo credit: Štefan Štefančík via unsplash.com

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More by this author

Vicky Oliver

Author of 6 best-selling books on job-hunting and job interview questions, business etiquette, frugalista style, advertising, and office politics.

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Last Updated on September 9, 2021

10 Best Productivity Planners To Get More Done in 2021

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10 Best Productivity Planners To Get More Done in 2021

Productivity planners and journals are tools of a trade. There’s an art to productivity. Just like art is very personal to the artist, productivity is very personal to the person. What works for you may not work for me. This is an important distinction if you really want get more done in less time.

Too many of us dabble in productivity hacks only to move on to the next tool or trend when it didn’t workout for us, missing the lesson of what worked and didn’t work about that tool or trend.

We put the tool on a pedestal and miss the art. It’s worshipping the paint brush rather than the process and act of painting. We miss the art of our own productivity when the tool overshadows the treasure.

As an artist, you have many brushes to choose from. You’re looking for a brush that feels best in your hand. You want a brush that doesn’t distract you from your art but partners with you to create the many things you see in your mind to create. Finding a brush like this may take some experimenting, but when you understand that the role of the brush is to bring life to your vision, it’s easier to find the right brush.

Planners are the same way. You want a productivity journal that supports you in the creation of your vision, not one that bogs you down or steals your energy.

Let’s dive into the 10 best productivity planners and journals to help you get more done in less time.

1. The One Thing Planner

The NY Times best selling book, The One Thing, just released their new planner. If you loved this book, you’ll love this planner.

As the founder of the world’s largest real estate company Keller Williams Realty, Gary Keller, has mastered the art of focus. The One Thing planner has its roots in industry changing productivity. If you’re out to put a dent in the universe, this may be the planner for you.

Get the planner here!

2. The Full Life Planner

The Full Life Planner is Lifehacks’ ultimate planning system to get results across all your core life aspects including work, health and relationships. This smart planner is 15 years of Lifehack’s best practices and proven success formulas by top performers.

With the Full Life Planner, you can align your actions to long term milestones every day, week, and month consistently. This will help you to get more done and achieve your goals.

Get the planner here!

3. The Freedom Journal

Creator of one of the most prolific podcasts ever, Entrepreneur on Fire, John Lee Dumas released his productivity journal in 2016. This hard-cover journal focuses on accomplishing SMART goals in 100 days.

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From their site:

“The Freedom Journal is an accountability partner that won’t let you fail. John Lee Dumas has interviewed over 2000 successful Entrepreneurs and has created a unique step-by-step process that will guide you in SETTING and ACCOMPLISHING your #1 goal in 100 days.”

Get the planner here!

4. Full Focus Planner

Michael Hyatt, author of Platform and host of the podcast “This is Your Life”, also has his own planner called the Full Focus Planner.

From the site:

“Built for a 90-day achievement cycle, the Full Focus Planner® gives you a quarter of a year’s content so you aren’t overwhelmed by planning (and tracking) 12 months at a time.”

This productivity planner includes a place for annual goals, a monthly calendar, quarterly planning, the ideal week, daily pages, a place for rituals, weekly preview and quarterly previews. It also comes with a Quickstart lessons to help you master the use of the planner.

Get the planner here!

5. Passion Planner

They call themselves the #pashfam and think of their planner as a “paper life coach”. Their formats include dated, academic and undated in hardbound journals with assorted colors. With over 600,000 users they have a track record for effective planners.

From the site:

“An appointment calendar, goal setting guide, journal, sketchbook, gratitude log & personal and work to-do lists all in one notebook.”

They have a get-one give-one program. For every Passion Planner that is bought they will donate one to a student or someone in need.

They also provide free PDF downloads of their planners. This is a great way to test drive if their planner is right for you.

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Get the planner here!

6. Desire Map Planners

If you’re looking for a more spiritually oriented planner, Danielle LaPorte, author of The Desire Map, created the Desire Map Planners. With Daily planners, Weekly planners and Undated planners you can find the right fit for you.

Behind this planner is the Desire Map Planner Program including 3 workbooks that not only support you in using the planners but guide you in your thought process about your life and intentions you’re using the planner to help you fulfill.

Get the planner here!

7. Franklin Covey Planners

The grandfather of all planners, Franklin Covey, has the most options when it comes to layouts, binders, and accessories. With over 30 years in the productivity planner business, they not only provide a ton of planner layouts, they also have been teaching productivity and planning from the beginning.

From the site:

“Achieve what matters most with innovative, high quality planners and binders tailored to your personal style. Our paper planning system guides you to identify values, create successful habits, and track and achieve your goals.”

Get the planner here!

8. Productivity Planner

From the makers of the best selling journal backed by Tim Ferriss, “The Five Minute Journal”, comes the Productivity Planner.

Combining the Ivy Lee method which made Charles Schwab millions with the Pomodoro Technique to stay focused in the moment, the Productivity Planner is both intelligent and effective.

It allows for six months of planning, 5-day daily pages, weekly planning and weekly review, a prioritized task list, Pomodoro time tracking, and extra space for notes.

From the site:

“Do you often find yourself busy, while more important tasks get procrastinated on? The Productivity Planner helps you prioritize and accomplish the vital few tasks that make your day satisfying. Quality over quantity. Combined with the Pomodoro Technique to help you avoid distractions, the Productivity Planner assists you to get better work done in less time.”

Get the planner here!

9. Self Journal

Endorsed by Daymond John of Shark Tank, the Self Journal takes a 13 week approach and combines Monthly, Weekly and Daily planning to help you stay focused on the things that really matter.

Self Journal includes additional tools to help you produce with their Weekly Action Pad, Project Action Pad, the Sidekick pocket journal to capture your ideas on the go and their SmartMarks bookmarks that act as a notepad while you’re reading.

Get the planner here!

10. Google Calendar

You may already use Google Calendar for appointments, but with a couple tweaks you can use it as a productivity planner.

Productivity assumes we have time to do the work we intend to do. So blocking time on your Google Calendar and designating it as “busy” will prevent others from filling up those spaces on your calendar. Actually using those blocks of time as you intended is up to you.

If you use a booking tool like Schedule Once or Calendly, you can integrate it with your Google Calendar. For maximum productivity and rhythm, I recommend creating a consistent “available” block of time each day for these kinds of appointments.

Google Calendar is free, web based and to the point. If you’re a bottom line person and easily hold your priorities in your head, this may be a good solution for you.

Get the planner here!

Bonus Advice: Integrate the 4 Building Blocks of Productivity

Just as important to productivity planners as the tool are the principles that we create inside of. There are 4 building blocks of productivity, that when embraced, accelerate your energy and results.

The four building blocks of productivity are desire, strategy, focus and rhythm. When you get these right, having a productivity planner or journal provides the structure to keep you on track.

Block #1: Desire

Somehow in the pursuit of all our goals, we accumulate ideas and To-Do’s we’re not actually passionate about and don’t really want to pursue. They sneak their way in and steal our focus from the things that really matter.

Underneath powerful productivity is desire. Not many little desires, but the overarching mother of desires. The desire you feel in your gut, the desire that comes from your soul, not your logic, is what you need to tap into if you want to level up your productivity.

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A productivity planner is just a distraction if you’re not clear on what it’s all for. With desire, however, your productivity planner provides the guide rails to accomplish your intentions.

Block #2: Strategy

Once you’re clear on your overarching desire, you need to organize your steps to get there. Let’s call this “strategy”. Strategy is like assembling a jigsaw puzzle. You must first turn over all the pieces to see patterns, colors, connections and find borders.

In business and life, we often start trying to put our “puzzle” together without turning over all the pieces. We put many items on our To-Do lists and clog our planners with things that aren’t important to the bigger picture of our puzzle.

Strategy is about taking the time to brain dump all the things in your head related to your goal and then looking for patterns and priorities. As you turn over these puzzle pieces, you’ll begin to see the more important tasks that take care of the less important tasks or make the less important tasks irrelevant.

In the best selling book, The One Thing, the focusing question they teach is:

“What’s the One thing I can do, such that by doing it, everything else is easier or unnecessary?”

This is the heart of strategy and organizing what hits your planner and what doesn’t.

Block #3: Focus

With your priorities identified, now you can focus on the One Thing that makes everything else easier or unnecessary. This is where your productivity planners and journals help you hold the line.

Because you’ve already turned over the puzzle pieces, you aren’t distracted by new shiny objects. If new ideas come along, and they will, you will better see how and where they fit in the big picture of your desire and strategy, allowing you to go back and focus on your One Thing.

Block #4: Rhythm

The final building block of productivity is rhythm. There is a rhythm in life and work that works best for you. When you find this rhythm, time stands still, productivity is easy and your experience of work is joyful.

Some call this flow. As you hone your self-awareness about your ideal rhythm you will find yourself riding flow more often and owning your productivity.

Without these four building blocks of productivity, you’re like a painter with a paintbrush and no idea how to use it to create what’s in your heart to create. But harness these four building blocks and find yourself getting more done in less time.

The Bottom Line

Your life is your art. Everyday you have a chance to create something amazing. By understanding and using the four building blocks of productivity, you will set yourself up for success no matter which planner, or “paintbrush”, you choose to use.

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As you experiment with different planners you will narrow which one is best for you and accelerate your path to putting a dent in the universe.

More Tools to Boost Your Productivity

Featured photo credit: Anete Lūsiņa via unsplash.com

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