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15 Free Meeting Agenda Examples

Meetings
Meetings
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Templates

Are you still trying to find the perfect meeting agenda examples to use as inspiration before your next meeting? Check out our free 15 templates!

Anastasia Muha
April 10, 2023
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5 min read
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Having a few meeting agenda examples to pull from when time is running low and an important meeting is approaching can be the life vest you’ve been waiting for. Keep reading to learn what effective meeting agendas look like and to get our free 15 templates!

 

Why Do You Need a Meeting Agenda?

As a meeting organizer, you have probably experienced the sad reality of unproductive meetings. This phenomenon occurs as a result of a lack of organization, poor preparation, and failure to establish clear roles for meeting participants, among other causes. 

This is where a well-crafted meeting agenda comes into play. In fact, did you know that 67% of professionals agree that the secret to a successful meeting is having a clear agenda? Here is how a good meeting agenda will impact your meetings:

A. Ensures the meeting objectives are met

B. Keeps meetings on track

C. Maintains optimal productivity levels

Let’s take a closer look at these advantages!

A. Ensures the Meeting Objectives Are Met

An effective meeting agenda allows you to structure the objectives of the meeting, the topics for discussion, and the order of their importance, as well as the time allotted for each topic.

When all meeting participants are aware of the purpose of the meeting and the topics you discuss are relevant to the goals of the meeting, you’re well on your way to a successful meeting. 

B. Keeps Meetings On Track

Meeting agendas are massive contributors to keeping meetings on track. You can easily refer to the agenda to determine what topics need to be discussed and in what order. 

This minimizes distractions and allows everyone’s contribution to be meaningful and effective. Moreover, it allows the entire team to regain clarity whenever things get confusing or heated during any team meeting.

C. Maintains Optimal Productivity Levels

Meetings are useful only when you’re better off with them, than without them. If you look back on your meetings and recognize that they could have been an email, it means that you’re lacking in the productivity department.

When every team member is aware of what is expected of them, fully understands the topics, and can contribute to the discussion, you’re on the path to success. This can only happen when you’re crafting an effective and efficient meeting agenda for your team meetings.

PRO TIP: Do you want to learn more about crafting the perfect meeting agenda from scratch? Read this article, where we get the entire process down to a science!

Image Source: tirachardz on Freepik

What Should a Meeting Agenda Include?

There are several elements you should never lose sight of when crafting a productive meeting agenda, namely:

A. Meeting purpose 

B. Attendees

C. Topics

D. Timeline

E. Action items

F. Follow-Up tasks

Here is what you have to include in each category to ensure a successful meeting agenda!

A. Meeting Purpose 

Include in this section the objectives or goals that you’re looking to accomplish through your meeting.

B. Attendees

Include the names of everyone who needs to attend the meeting and specify the roles of each attendee, for example, presenter, facilitator, or participant.

C. Topics

This section of the meeting agenda should include a comprehensive list of the topics and the issues that will be discussed, as well as any potential solutions. Additionally, write down any relevant information or updates that you’ll share during the meeting.

D. Timeline

From a time perspective, there are several things you should include:

  • A timeline for discussing each topic
  • Any relevant deadlines
  • Break times, if applicable
  • Time for Q&As
  • The estimated end time of the meeting.

E. Action Items

This item should include all the actionable tasks that will be discussed and assigned during the meeting. Get as specific as possible with both tasks and the next steps.

F. Follow-Up Tasks

Outline any tasks that need to be completed after the meeting. Indicate the responsible individuals/teams, set up any applicable deadlines, and mention any follow-up meetings that will take place.

 

Include any information that needs to be shared with those who were not present at the meeting. If you’re curious to learn how to do that, read our tips to write an effective meeting recap.

Putting any follow-up tasks in writing after your meetings take time and energy that could be otherwise channeled toward overall productivity. Why not let MeetGeek take over?

 

Our newest feature, AI Meeting Minutes, automatically generates a summary of your meetings and sends automated follow-ups to all participants, so you don’t have to!

Our virtual meeting assistant automatically records, transcribes, analyzes, and sends out summarized meeting notes so that the entire team can be in the loop! Try MeetGeek for free to upgrade your meetings!

15 Free Meeting Agenda Examples

We put together 15 meeting agendas templates you can inspire yourself from before your next meeting. Customize them according to the specific needs of your meetings!

1. Weekly Team Meeting Agenda

Meeting Date & Time: June 3rd 2023, 2:00 pm

Meeting Purpose: To review progress on projects since the previous meeting and discuss upcoming tasks. 

Attendees: All team members 

Topics & Timeline

  • Review of current projects: 10 minutes 
  • Upcoming tasks: 10 minutes 
  • Team feedback: 10 minutes 

Action Items: 

  • Assign tasks to team members 
  • Identify any potential roadblocks 

Follow-up Tasks: 

  • Schedule individual check-ins
  • Follow up on any outstanding tasks

PRO TIP: You can personalize this agenda template for any recurring meeting, regardless of its cadence!

2. One-on-One Meeting Agenda Template

Meeting Date & Time: Tuesday, May 2nd 2023,10:00 am

Meeting Purpose: To discuss progress on current projects and set expectations for upcoming tasks 

Attendees: 

  • Andrew Smith, Manager 
  • Diana Johnson, Employee 

Topics & Timeline: 

  • Review of past projects: 10 minutes
  • Update on current projects: 10 minutes
  • Discussion of upcoming tasks: 15 minutes

Action Items:  

  • Agenda item #1: Andrew will provide Diana with feedback on past projects 
  • Agenda item #2: Diana will provide Andrew with an update on current projects 
  • Agenda item #3: Both parties will discuss expectations for upcoming tasks 

Follow-Up Tasks: 

  • Andrew and Diana to review progress on projects weekly 
  • Andrew and Diana to meet monthly to discuss progress and expectations for upcoming tasks

3. Project Kickoff Team Meeting Agenda

Meeting Date & Time: 05/06/2023, 10:00 am

Estimated Duration: 2h 5 min

Break Time: 10:55 am – 11:05am

Meeting Purpose: To discuss the details of the upcoming project and ensure everyone is on the same page. 

Attendees:

  • Project Manager 
  • Team Leaders 
  • Project Team 

Topics & Timeline: 

  • Overview of the project – 10 minutes 
  • Roles and responsibilities – 15 minutes 
  • Scheduling and timeline – 15 minutes 
  • Required resources – 10 minutes 
  • Communication plan – 10 minutes 
  • Risk assessment – 10 minutes 
  • Quality assurance – 10 minutes 
  • Wrap-up and Questions – 10 minutes
  • Q&A – 15 minutes 

Action Items: 

  • Assign tasks to team members 
  • Establish a timeline for completion 
  • Identify resources needed 
  • Create communication plan 
  • Identify and document any potential risks 
  • Establish a quality assurance plan 

Follow-Up Tasks

  • Follow up with team members to ensure tasks are completed 
  • Monitor the progress of the project 
  • Regularly review the communication plan 
  • Monitor any potential risks 
  • Regularly review the quality assurance plan

Resources & Documents: [link to the corresponding database]

Even when planned properly, meetings can still get overwhelming, and sticking to your agenda may become challenging. With MeetGeek, our virtual meeting assistant, you can have your meetings recorded, and the most important key points, questions, and comments extracted using AI. That way, you can always feel in control of your meetings.

Try MeetGeek for free to rewind your meetings and get everything transcribed, summarized, categorized, and delivered straight to your account!

4. Project Status Meeting Agenda

Meeting Date and Time: 05/16/2023, 11:00 am

Meeting Objective: To review the progress of the current project and plan for upcoming tasks. 

Attendees: 

  • Project Manager 
  • Team Leads 
  • All Team Members 

Topics & Timeline: 

  • 10 minutes: Introductions 
  • 5 minutes: Overview of project 
  • 10 minutes: Discussion on current tasks and timeline 
  • 10 minutes: Team feedback 
  • 15 minutes: Set next steps and assign tasks 

Action Items: 

  • Project Manager to review project status 
  • Team Leads to review progress on current tasks 
  • All Team Members to identify any roadblocks or risks 
  • Project Manager to review the timeline and deadlines 

Follow-Up Tasks: 

  • Project Manager to send out a summary of the meeting 
  • Team Leads need to follow up with team members on assigned tasks by [DATE]
  • All Team Members must complete tasks by the agreed-upon timeline and report to Team Leads by [DATE]

Other Items: 

  • Project Manager to review team morale and satisfaction 
Image Source: wayhomestudio on Freepik

5. Project Retrospective Team Meeting Agenda

Meeting Date & Time: Thursday, May 4th, 2023, 10:00 am

Meeting Purpose: To review the project's progress and discuss areas of improvement for future progress.

Attendees:

  • Team Lead 
  • Project Manager 
  • Design Lead 
  • Development Lead 
  • QA Lead 
  • Business Analyst 

Topics & Timeline:

  • 10:00 am – 10:15 am: Introduction and Overview 
  • 10:15 am – 10:45 am: Areas of Improvement Discussion 
  • 10:45 am – 11:00 am: Resources Utilization Analysis
  • 11:00 am – 11:30 am: Strategic Plan for Future Projects 
  • 11:30 am – 12:00 pm: Action Items and Follow-Up Tasks

Action Items:

  • Establish if any additional resources are needed 
  • Review and assess areas of improvement 
  • Create an action plan for future projects 
  • Identify any risks or challenges

Follow-Up Tasks:

  • Create a project report 
  • Schedule follow-up meetings as needed 
  • Document findings and action items 
  • Update project management tools 
  • Create a timeline for future projects.

6. Board Meeting Agenda Template

Board Meeting Date & Time: 05/26/2023, 10:00 am

Meeting Purpose: To review the progress of the current fiscal year, discuss and review upcoming projects, and outline the strategy for the upcoming year. 

Attendees: 

  • Board Chairperson 
  • Board Members 
  • Executive Director 
  • Directors 
  • Advisors 
  • Assigned Minute Taker

Topics & Timeline: 

  • 10:00 am –10:30 am: Review of the Current Fiscal Year 
  • 10:30 am – 11:00 am: Upcoming Projects 
  • 11:00 am –11:15 am: Break
  • 11:15 am – 11:45 am: Outline of Strategy for Upcoming Year 
  • 11:45 am –12:00 pm: Special Topics 

Action Items: 

  • Approve budget for upcoming fiscal year 
  • Approve new projects 
  • Approve changes to existing projects 

Follow-Up Tasks

  • Assign tasks to appropriate directors 
  • Assign deadlines for tasks 
  • Schedule follow-up board meetings 

Resources & Documents: [insert link]

Image Source: yanalya on Freepik

7. All-Hands Meeting Agenda

Meeting Date & Time: 08/07/2023, 10 am

Meeting Purpose: To provide updates on current projects, discuss upcoming initiatives, and ensure effective communication and collaboration across departments.

Attendees: All employees

Topics & Timeline: 

  • 10:00 am – 10:05 am: Welcome and Introductions 
  • 10:05 am – 10:25 am: Overview of Current Projects 
  • 10:25 am – 10:35 am: Q&A on Current Projects 
  • 10:35 am – 10:50 am: Overview of Upcoming Initiatives 
  • 10:50 am – 11:00 am: Q&A on Upcoming Initiatives 
  • 11:00 am – 11:15 am: Open Forum for Employee Feedback 
  • 11:15 am – 11:20 am: Closing Remarks

Action Items:

  • Develop a timeline and assign tasks to ensure the completion of current projects. 
  • Gauge employee feedback on upcoming initiatives to ensure the successful launch

Follow-Up Tasks: 

  • Follow-up with team leads on the progress of current projects. 

8. Skip-Level Meeting Agenda Template

Meeting Date & Time: 08/09/2023, 2:00 pm

Meeting Purpose: Review the company’s current initiatives and strategies and discuss ways to improve performance and increase efficiencies.

Attendees: 

  • CEO
  • Senior Management
  • Employees from all levels of the organization

Topics & Timeline: 

  • 2:00-2:15 PM: Introduction and overview of recent performance 
  • 2:15-2:30 PM: Discussion on organizational initiatives and strategies 
  • 2:30-2:45 PM: Strategies to improve performance and increase efficiencies 
  • 2:45-3:00 PM: Questions and open dialogue

Action Items:

  • Survey employees regarding their thoughts on current initiatives and strategies 
  • Take employees’ feedback into consideration for future strategies and initiatives 
  • Formulate an action plan for any identified areas of improvement 

Follow-Up Tasks:

  • Assign tasks to each department to implement the action plan
  • Schedule follow-up meetings to review progress and results 
  • Report back to all employees on the action plan and results of the meeting. 

Additional Items: 

  • Refreshments will be provided 
  • Meeting notes will be taken and distributed to all attendees via MeetGeek.
  • Any questions or comments should be directed to the CEO.
Image Source: Drazen Zigic on Freepik

9. Performance Review Meeting Agenda Example

Meeting Date & Time: 06/07/2023, 10:00 am

Meeting Goal: To review the performance of [Employee Name] against expectations and objectives.

Attendees: 

  • [Employee Name] 
  • [Manager Name] 
  • [HR Representative] 

Topics & Timeline: 

  • Introduction & Performance Recap: 5 minutes
  • Performance Expectations: 5 minutes
  • Performance Objectives: 5 minutes
  • Career Development: 10 minutes
  • Performance Improvement: 5 minutes 

Action Items: 

  • [Employee] will provide a brief overview of their performance since the last review. 
  • [Manager] will review performance expectations. 
  • [HR Representative] will review performance objectives. 
  • [Employee] and [Manager] will discuss career development opportunities. 
  • [Employee] and [Manager] will discuss potential performance improvement strategies. 

Follow-Up Tasks:  

  • [Manager] will set up a follow-up meeting to review the progress of the tasks.

10. Brainstorming Meeting Agenda Template

Meeting Date & Time: 06/06/2023, 10:00 am

Meeting Purpose: To generate creative ideas for a new project

Attendees: The entire creative team

Topics & Timeline:

  • Brainstorming new ideas: 25 minutes
  • Discussing potential solutions: 15 minutes
  • Evaluating different approaches: 20 minutes

Action Items:

  • Record the ideas generated during the brainstorming session
  • Assign tasks to team members
  • Create a timeline for the project

Follow-Up Tasks:

  • Review progress and make necessary adjustments
  • Set up a meeting to review the results and make any necessary changes
Image Source: freepik on Freepik

11. Client Meeting Agenda Template

Meeting Date & Time: 07/22/2023, 09:00 am

Meeting Purpose: Discuss potential design and marketing strategies for the upcoming product launch.

Attendees: 

  • [Client]
  • [Project Manager]
  • [Designer]
  • [Marketing Manager]

Topics & Timeline:

  1. Introduction and review of existing design plan: 20 minutes
  2. Discussion of marketing strategies: 20 minutes
  3.  Brainstorm ideas for product launch: 20 minutes

Action Items:

  1. Client to provide feedback on the existing design plan
  2. Marketing Manager to research potential marketing strategies
  3. Designer to develop design concepts for product launch
  4. Project Manager to create a timeline for product launch

Follow-up Tasks: Marketing Manager to review feedback from the Client and develop a marketing plan.

12. Check-in Meeting Agenda Example

Meeting Date & Time: 06/14/2023, 11:00 am

Meeting Purpose: To review progress and identify areas for improvement

Attendees:

  • Team Lead
  • Project Manager
  • Team Members

Topics & Timeline:

  • Introductions: 5 minutes
  • Discuss progress: 5 minutes
  • Identify obstacles and challenges: 5 minutes
  • Find areas for improvement: 5 minutes
  • Discuss new ideas: 15 minutes
  • Summary and action items: 5 minutes

Action Items:

  • Team Leader will review feedback from team members and compile a report
  • Project Manager will identify any areas for improvement
  • Team member #1 will present any new ideas
  • Team member #2 will review the progress made since the last meeting

Follow-Up Tasks:

  • Team members will submit feedback to Project Manager by [DATE]
  • Team Member #3 will provide updates on new ideas at the next meeting

13. Sales Department Meeting Template

Meeting Date & Time: 06/09/2023, 10:00 am

Meeting Purpose: To assess our sales goals, review past performance, and plan for future growth

Attendees: Sales Department Head, Sales Representatives

Topics & Timeline:

  • Introductions & Overview of Agenda: 5 minutes
  • Discussion of Sales Goals & Performance: 10 minutes
  • Discussion of Strategies & Tactics to Improve Performance: 10 minutes
  • Discussion of New Products & Services: 10 minutes
  • Review of Upcoming Events & Promotions: 5 minutes

Action Items:

  1. Develop a timeline for sales goal achievement
  2. Create a list of strategies & tactics to improve performance 
  3. Identify new products & services to offer 
  4. Plan upcoming events & promotions

Follow-Up Tasks: 

  • Track customer response to new products & services 
  • Monitor attendance & success of upcoming events & promotions
Image Source: freepik on Freepik

14. Executive Team Meeting Agenda

Meeting Date & Time: Thursday, July 6th 2023, 09:00 am

Meeting Purpose: To review the progress of the company’s strategic plan for 2022

Attendees: C-Level Management

Topics & Timeline:

  • Review of 2023 Strategic Plan: 10 minutes
  • Financial Performance Analysis: 20 minutes
  • Review of Departmental Goals: 10 minutes
  • Overview of Top Priorities: 5 minutes

Action Items:

  1. Approve the 2023 strategic plan
  2. Set timeline for implementation of 2023 strategic plan
  3. Agree on top priorities for 2023

15. Project Check-In Meeting Agenda Template

Meeting Date & Time: 05/24/2023, 10:00 am

Meeting Purpose: To review the progress of the project and address any issues that may have come up.

Attendees: 

  • Project Manager
  • Project Team
  • Stakeholders

Topics & Timeline: 

  • Overview of project status – 10 minutes
  • Discussion of potential risks – 15 minutes
  • Evaluation of project timeline – 15 minutes
  • Review of budget/costs – 10 minutes
  • Project team members’ performance – 10 minutes
  • Identification of new tasks – 10 minutes
  • Update on project deliverables – 10 minutes

Action Items:

  • Assign tasks to project team members
  • Follow-up on any issues that were discussed
  • Update the timeline and budget for the project

Follow-Up Tasks:

  • Track the progress of the project
  • Resolve any issues that arise
  • Communicate changes to stakeholders

Get More Out of Your Meeting Agenda With MeetGeek!

If you’re looking to improve your team meetings, crafting the perfect meeting agendas is the way to go! 

And since you’re exploring new ways to improve your meetings, try MeetGeek for free to see how recording, transcribing, analyzing, and summarizing your meetings will help your team reach peak efficiency! 

Article updated on 
September 11, 2023
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