How to Write Meeting Agendas for Different Types of Meetings
Bonus: Free Sample Agendas
A meeting agenda is a vital element of a meeting and must be carefully prepared beforehand. It contains the topics for discussion during for the upcoming meeting. Having a clear agenda helps the participants to prepare for it. For more information about preparing a meeting agenda, please read this article.
An equally important element in the conduct of a meeting is the minutes of the meeting. The minutes form a written record of everything that was discussed during the meeting. A helpful article on preparing minutes of the meeting can be found here.
- How to Write Agendas for 8 Types of Meetings: The Complete List Part 1
- General Meeting Agenda Templates Part 2
- How to Make Meeting Agendas 10x Easier Part 3
- How to Spend Less Time on Meetings? Part 4
- Additional Sources Part 5
Now, let’s look at the different types of meetings being conducted and their agendas (click a link to open a relevant article, each article contains free agenda templates for a particular type of meeting):
- A project meeting is held on a periodic basis to monitor project development and discuss all issues which need to be addressed.Here’s a link to our article about project meetings + free agenda templates.
- A staff meeting provides an opportunity for the staff of a unit in an organization to sit down together and discuss matters of mutual concerns.Learn more about staff meetings + free templates here.Meanwhile, there is one more article here which can serve as a reference in preparing a meeting agenda + free downloads.
- The one-on-one meeting is a meeting between a supervisor and his direct report. The purpose of a one-on-one meeting is to evaluate how the staff member is doing and to resolve any issues related to the performance of their work.Our article here discusses how to conduct a one-on-one meeting + agenda templates.
- A daily huddle is a brief meeting conducted before the start of a workday or a shift where the team leader or supervisor outlines the tasks for the day, ongoing promotions, and all other important matters that the staff members need to know in relation to their jobs and organization.Read more about the daily huddle here (includes free agenda templates).
- A team meeting is conducted between team members to resolve issues affecting their work and to update them with the latest information related to the project.Our article about team meetings will help you effectively conduct a team meeting and contains free templates.
- A sales meeting is carried out to enhance communication within the sales team. Aside from monitoring the performance of the team and its members, it is also a venue to motivate team members, coach them, and to acknowledge their efforts.More tips on conducting sales meetings with agenda template can be found in this article.
- A leadership meeting is for the top officials of an organization. This is where they usually discuss important issues, business strategies, and other ways to improve the performance of the organization.Details about leadership meeting with free agenda samples can be found in this article.
- A status meeting is where the project team discusses the status of a project, and this is where they keep track of the issues and risks facing the project.Check the article here to learn more about status meetings and download free templates.
Meetings are often held periodically. Weekly meetings are brief and are conducted to address recurring problems, while monthly meetings focus on monitoring performance targets.
General Meeting Agenda Templates: Free Download
If you just need a general-purpose meeting agenda sample check these free downloads.
Read the best practices here on how to write a meeting agenda in general.
Free online tools for work:
1. Fluxes.com — Free Project and Task Management Software
2. Status.net — Software for Daily and Weekly Status Reports
How to Make Meeting Agendas and Minutes 10x Easier
How to configure online meeting agendas and/or meeting minutes:
- Create a “Meeting Agenda” or “Meeting Minutes” applet on status.net — customize our preset forms or easily create a new form in minutes.
- Setup reminders if you want your team members to receive automatic reminders
- Configure who will submit it by choosing the “Participants” tab.
Step 2: Users will click the “Open Submission Form” button to fill it in and submit it.
- Participants can comment on a meeting agenda in its comments section, which ensures the right context for discussion and further reference.
- Mention those people who you want to take action or pay attention by using @ before their names. These people will receive personal notifications on their status accounts and by email.@mention a team member in your meeting agenda or in its comments section by using “@” and your team member’s name.Example comment: “@Peter and @Mary, do you have any comments regarding the “Metrics” section? @Don, are you coming to the meeting?”In this case, Peter, Mary, Don will automatically receive an additional personal notification, so they know they’re expected to take action or pay attention and won’t forget to add their input in the meeting agenda’s comments section.
Info such as the date and the name of the person will be added automatically.
As soon as a new meeting agenda/minutes record is added, participants with “View” rights can view it in real time when they log in to their status.net accounts. They will also automatically receive an email notification.
Step 3 (Optional): Print it.
(Skip this step if you share meeting agendas and minutes online and don’t print them.)
- Choose date
- Click “file” button
- Click “Generate”
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- Make meeting agendas and minutes instantly available to the meeting participants.
- Save time with auto completion:
Fields such as date, name, formatting, etc. are inserted automatically by software.
- For regular meetings:
Configure recurrence and assign people who will receive automatic reminders to create and share upcoming meeting agendas and/or minutes.
- For irregular meetings:
Start your agenda with info about the meeting date, time and place and this will work as mass-notification: status.net will automatically send emails with full text to all participants as soon as you submit it.
- Improve meeting agendas with the option to gather info for the upcoming meeting agenda from participants.
- Draw attention of specific team members by using the “mentions” feature, if you need input or comments from those people. When you @mention your team members, they will receive a separate personal notification by email.
- Easy sharing:
Meeting agendas and minutes can be either
— exported to files and printed;
— shared online with selected people (in this case, an email with the full text of the meeting agenda will be sent automatically to those with “View” permission); or
— shared online company-wide or team-wide (the latest meeting agenda will be available online and a notification email will be sent automatically to each team member).
How to Spend Less Time on Meetings?
How to use status.net for status reports:
- Easily implement daily or weekly status reports for your team members by creating a status feed with questions like “What did you do today?” or “How did you contribute to the team’s goals this week?”.
- Peace of mind:
No one forgets to fill in their status reports because status.net sends timely reminders according to the recurrence schedule you chose.
- Increase workplace satisfaction by improving transparency:
Each status update has a separate section for comments, which is used by team members to clarify information, including upcoming goals, and by leaders to provide feedback and coordinate better without micromanagement.
- Use status reports for future reference and decrease time and efforts spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
- Optionally, enrich reports with the latest updates automatically added from web apps your team uses (such as free task management software Fluxes.com, and other project management tools, version control systems, support systems, financial applications, etc.) by connecting these apps to your status applet.
- Spend less time on meetings by making them more productive because everyone is on the same page at all times.
- Sharing: Status reports can be either
— exported to files and printed, or sent by email;
— shared with manager online (in this case, an email with the full text of the status report will be sent automatically); or
— shared online as company-wide or team-wide status reports, i.e., all team members share their progress with each other.
How to configure status reports on status.net:
- Create a “Status Report” applet — customize our preset forms or easily create a new form in minutes.
- Setup reminders if you want your team members to receive automatic reminders when their reports are due.
- Configure who will submit reports by choosing the “Participants” tab.
Step 2: Users will click the “Open Submission Form” button to fill in and submit the report.
Data such as the report type, date and name will be added automatically.
As soon as a new status report is added, participants with “View” rights can view it in real time.
- Set the applet as “Team-wide” if you want all team members to view each other’s status reports.
- Alternatively, you can make every participant to view his/her own reports only. Manager/stakeholders will view all reports.
- Add, remove, and assign new team members at any time.
Step 3 (Optional): Generate a report and export it to PDF.
(Skip this step if you share status reports online and don’t print them.)
Click “Generate Report”.