TrainRocket.com helps you document every process and policy in your business so you can onboard, train, and scale faster.

Get started with TrainRocket.com for FREE!


We’ve all been at a business meeting that seemed a bit “off”. Disorganized and poorly timed meetings can result in a team wasting their time and make a business look unprofessional. The agenda provides an overview of the meeting’s objective, and lends structure to your planned discourse. An effective meeting agenda helps your team members prepare their questions ahead of time. An agenda can help you regain focus and provide a clear direction to the meeting.

Planning your agenda for meetings

A good meeting takes the right people, and that means you probably need to include the people who will be attending your meeting. It’s critical to solicit input from your team and encourage them to suggest agenda items.

Define topics that affect everyone in attendance. Meetings can suck up a lot of employee time, so you should try to keep them limited to major topics that affect everyone attending.

We can make a blanket statement because most organizations have blanket issues, as they share the same space and tools. For example, if you need to go over new features for the whole office, a meeting on the basics will be helpful for a large audience. All unresolved issues or questions can follow-up in the form of a memo. If there are problems with the software package, you should provide one solution that everyone agrees with. You need to be on the same page if you want your meetings to succeed.

Meeting Agenda Template Sample In Word

You can use your meeting agenda to plan effective meetings

Most meeting agendas have a list of topics to be covered, including the name of the person who is going to be speaking on the topic. Instead of just using short topics, you might try to include questions with answers in topics.

Agenda topics can be formatted like questions that will let the team focus on what to do rather than how to do it. An effective meeting gives attendees the information they need to prepare for it. Almost most agenda topics are presented in a way that is not particularly effective. A quick, easy way to get the most out of your meeting is to use an agenda with a simple Q&A format. You can help your team members think about the topics ahead of time and prepare questions of their own by having them ask these questions as well. Each agenda item should clearly spell out the purpose of each topic.

How long will you spend on this meeting?

An effective meeting usually has a clear reason to exist. It should be efficient and effective. Long meetings can be a chore, and after a while, it gets to be uncomfortable sitting in meeting chairs without a break. Plan for “break time” or “lunch time” if you anticipate the meeting will run long. Everybody needs breaks; even the best employees need time to decompress. Without breaks and other ways for your attendees to relax and refresh, they’ll become bored and grumpy.

You’ll want to estimate a realistic amount of time for each topic. This will help you stay less distracted and allow you to add time in for questions and concerns. It will also give you the leverage to politely ask somebody else to take their turn. The purpose of boundaries is to help you stay on-task – don’t worry if your discussion time goes over, but don’t let anyone dominate the conversation. The idea is to give everyone who wants a chance to speak a chance to speak.

How can we make meetings more effective and useful?

You want attendees to prepare for the meeting but did you say that when you filled out the template? When you hand out the agenda, it’s important to allow your attendees enough time before the meeting to do their research and think through their questions.

When you write up the agenda, it’s important to identify who is responsible for leading each agenda item. One example is that a committee member other than a formal meeting leader might be responsible for discussing an item. It’s important to have somebody from the IT department explain the how’s and the why’s of it. If you’re introducing a new health plan to your insurance, then your Human Resources Manager will be there to field questions and explain details. If you’re in charge of scheduling a meeting, make sure to carefully follow up with the participants about any items they’d like added to the agenda.

Meeting Agenda Sample

If you want to create an agenda for your working group, we prepared a template for you to use at the bottom of this page. Here are some sample sentences for someone who’s in charge of making the decisions about a new product launch. The Peel-Away is a new potato peeler.

After the Meeting, Assess its Effectiveness

If you want to have effective and well-thought-out meetings, you must first plan them out ahead of time. Visit this page to see a sample agenda template. At the end of the meeting, you could give out an anonymous questionnaire on the meeting itself so you can get feedback and improve your next meeting.


TrainRocket.com helps you document every process and policy in your business so you can onboard, train, and scale faster.

Get started with TrainRocket.com for FREE!