June 25, 2022
20 min read

5 Ready to Use Team Meeting Agenda Examples

Meetings with your team members are essential for your business' growth. The cooperation between your employers can make or break your organization. Science has verified that collaborative problem solving leads to a better outcome. And working in a team makes the job more satisfying and encourages growth.

That's why it's crucial to put great importance into your staff meetings to strengthen the collaboration between your team members. As a business owner or the person responsible for managing the company's human resources, you have to take care of your team's work productivity and cooperation.

You can achieve that by organizing effective meetings that increase the innovation potential and expand creativity. We will help you have more productive meetings by giving you 5 ready to use team meeting agenda templates. You can use these agenda templates for brainstorming, project check-in, kick-off, feedback and decision-making meetings.

Table of contents

  1. Why are team meeting agendas important
  2. Staff meetings VS one-on-one meetings
  3. 6 tips for an effective meeting agenda
  4. 5 team meeting agenda examples
  5. The bottom line on the team meeting agenda
  6. FAQ

Why are team meeting agendas important

A study from Reclaim.ai showed that employees spend 25.3% more time in meetings nowadays than before the pandemic. A meeting without structure and purpose can make your team lose work hours. The rising cost of unproductive meetings has made having a team meeting agenda more important now than ever.

An effective team meeting agenda is a helpful guide that sets the time, attendees and the topics that will be discussed during the meeting. By sharing the team meeting agenda with your staff, you allow them to prepare what they want to share. That can result in a more productive meeting and shorten its duration. Meeting agendas sometimes give the time span of a discussion point, so people can plan ahead. They also outline who is leading each topic.

Staff meetings VS one-on-one meetings

You might think that staff meetings will save you time compared to individual meetings that consume more of it, but they are not always the best option. You should learn when to plan a staff meeting with all your staff and when to arrange one-on-one meetings where you meet all your members individually.

There are some main differences between these two types of meetings that you should know. This way, you can understand their purposes and arrange the right ones to get the most out of them. First of all, a one-on-one meeting is much more personal than a staff meeting where your workers may not feel comfortable enough to share personal answers like in, for example, employee engagement and involvement surveys.

These types of meetings are better to have alone. The same goes for employee development plans, where members talk about developing their skills and share their future goals. A one-on-one meeting gives you the chance to get under your workers' skin and understand better what they like and dislike about their work environment. It helps you build transparency with your staff members and gain their trust.

Related: One-on-One Meeting Questions to Get the Most Out of Your Employees

But team meetings offer plenty of benefits for your business' well-functioning too. First of all, a meeting with your entire team creates a sense of community and boosts their cooperation. Everyone starts understanding the other team members' roles and responsibilities. Colleagues get the chance to share different points of view and perspectives on work matters and exchange ideas.

A staff meeting also aligns coworkers on shared objectives, so they know the importance of their role in achieving the company's mission. This kind of meeting assists you with your team building and helps you address everyone simultaneously. If you need to organize a team meeting or a one-on-one depends on your purpose and what you want to achieve.

One-on-one meeting Staff meeting
Structure It is a more personal, discussion-type More formal and timed out because of the number of people
Frequency Usually more frequently A slight bit less frequent than one-on-one meetings
Context Get to know the member’s goals and aspirations Connect together as a team

6 tips for an effective meeting agenda

Creating an effective agenda is not the easiest job, but if you follow our tips, you can adequately structure one and achieve your meeting objectives quickly.

1. Don't develop your staff meeting agenda alone

It is best if you ask your team to contribute to the creation of the agenda. Get them involved and ask them if there is a specific topic they want to talk about which is of high importance. Also, ask them if they have any questions for the management so they can get an answer during the meeting.

Gathering ideas in advance helps you highlight the most important topics and create a relevant agenda. It is also a way to create a more inclusive environment so they can feel heard and seen. Many people are insecure about suggesting their ideas in public, so they gather them privately.

HRM systems like Effy.ai can help you with that. Effy is one of the best people management platforms you can find. It lets you send questionnaires to your team or let them write an anonymous note on the suggestion box. It keeps all the employee information safe in one place and doesn't let anyone else have access to it.

Want to give Effy a try? Start your free journey by clicking here!

2. Establish the objective of the meeting

Your meeting agenda should communicate the purpose and objective of the meeting. Members should know if they will have a brainstorming session, a performance review, or an event that helps enhance teamwork. Be clear with what you seek to accomplish and discuss so your team can come prepared.

That is the first and most important information to share. If you are having a hard time guessing the objective of the meeting, this means that it would be better to write an email instead of gathering the whole team.

3. Assign someone to take notes

Assigning a notetaker helps you to reflect later on what was said during the meeting. Sometimes, a meeting can last up to an hour. Remembering everything that was said in the session is impossible, but sometimes it's hard to recall even the most important points that were made.

That's why you need someone to take accurate, real-time notes, so you won't let anything mentioned go in vain because no one remembered to follow up on actions. After the meeting has finished, don't forget to send the notes to your team.

4. Organize agenda topics by priority

The first items on the agenda receive the most attention. So, it is best to discuss the most important talking points at the beginning of the meeting to make sure that they are fully covered. Some agenda items are more urgent than the others and need to be taken care of as soon as possible.

Also, if you put the most important topics at the end of the meeting agenda, your team's concentration levels will not only be lower, but you also can run out of time. To prevent this, start your meeting with an intro and discuss the most important agenda items right after.

Managers usually list them as bullet points, but it's better to transform an agenda item into a question. This way, the conversation can be more direct and on point.

5. List relevant participants

Of course, you don't need to invite your whole team to a specific meeting but only a small group of people that have been involved with the agenda items you are going to discuss. Having too many people with positions not relevant to the topic will result in a less focused and successful meeting.

If a team member doesn't add anything to the meeting, inviting him over is just a waste of his time and a cost to your company's productivity. Having fewer people keeps participants focused on the discussion topics and allows them to contribute meaningfully.

6. Have a review at the end

You shouldn't forget to leave time for review at the end of the session. Let meeting participants provide feedback so even the less vocal ones about their opinion can have a chance to share theirs. Use this review as a reflection of what happened during the meeting.

Ask your team if the objectives were clear, if they know their next steps, if the meeting time was acceptable, etc. That ensures your next team meeting will be more productive or as much productive if the meeting went great.

Related: How to level up a team's productivity with a development plan?

5 team meeting agenda examples

To help you avoid unproductive meetings, we will give you five meeting agenda templates that are ready to use. There are many types of staff meetings, but we are going to talk about:

  1. Brainstorm meeting agenda
  2. Project check-in meeting agenda
  3. Kick-off meeting agenda
  4. Feedback meeting agenda
  5. Decision-making meeting agenda

If you need a meeting agenda template, you can find different types at Effy.ai. Effy offers effective questionnaires for your remote meeting, providing you with a bank of questions for all occasions. It helps you automate HR processes, run 360-degree feedback and have one-on-one or team meetings.

1. Brainstorm meeting agenda

Having a staff meeting for brainstorming is a great way to show your team that you value their opinions and inputs. Although brainstorming is a creative process, it still needs structure.

Questions that you can use on your staff meeting agenda template:

  1. What kind of tools and personnel are needed to finish a particular task?
  2. What steps do we need to take to achieve a particular goal?
  3. What kind of positive and negative thoughts and images does our company's brand evoke?
  4. How can we differ from other similar clients or products?
  5. What are the most common problems people face when trying to purchase our services?
  6. What would you change in our services so they might appeal to a larger audience or meet the needs of every potential customer?
  7. What is the best thing about working on this project?

2. Project check-in meeting agenda

Project check-in meetings are used to track your team's progression. It is also a way to check if your team is facing a challenge that wasn't visible initially so that you can provide tips and tools.

Questions you can use on your team meeting agenda:

  1. Can you handle your current workload, or do we need to delegate parts of it to someone else?
  2. What is something you have accomplished since our last check-in?
  3. Are you able to meet the deadline, or do you need more time?
  4. Do you have enough resources to accomplish your tasks?
  5. Have you recently faced any challenges while working on your tasks?
  6. Do you have any specific questions about the project?
  7. Do you have any means to measure the success of your finished tasks?
3. Kick-off meeting agenda

A kick-off meeting is the first session you have when launching a project. This meeting should have a well-structured agenda since it will explain to the team all the necessary steps they should take. Be sure to ask your team if everything you explained is clear.

A kick-off meeting template that you can use:

  1. Introduction of the manager and team members who will participate in this project
  2. Identify the most important aspects of the soon-to-be-launched project
  3. Present the team goals and milestones you are trying to accomplish at the end of project
  4. Talk about deadlines and how the team will understand the finished project
  5. Show how will you measure success

4. Feedback meeting agenda

Sometimes, meetings can turn out to be a waste of time for many members. To avoid annoying everyone including yourself, you can have feedback meetings from time to time to ask your employees if they think the meetings you hold are useful.

A team meetings agenda that you can use:

  1. From 1 to 10, how productive do you think our meetings are?
  2. Can you share why you feel that way?
  3. Do you feel comfortable sharing your opinions during meetings?
  4. What can we do to arrange better meetings next time?
  5. Do you think our meetings are necessary and have strong discussion topics?

Related: Be ready for the next performance review with a strong self-evaluation

5. Decision-making meeting agenda

A decision-making meeting is necessary when teams need to agree on an important decision for the company. The participants need to come prepared so they should feel ready to make a decision. That's why sending them an agenda template is important.

Agenda items that can be discussed on your meeting template:

  1. Present the choices and the decisions to be made
  2. Debate on the different available options
  3. Specify the decision that comes out of this meeting
  4. Discuss who is responsible for the next steps
  5. Ask if there is anything else to be added

The bottom line on the team meeting agenda

We have come to the end of our article about 5 ready to use meeting agendas. We hope our article was helpful and has helped you with templates for your next brainstorming meeting, project check-in meeting, kick-off meeting, feedback meeting, or decision-making meeting.

In our article, we also discussed why a team meeting agenda is essential and the differences between staff meetings and one-on-one meetings.

We also gave six tips for an effective meeting agenda: Don't develop your team meeting agenda alone, establish the objective of the meeting, assign someone to take notes, organize agenda topics by priority, list relevant participants and have a review at the end. Our templates and tips will help you have more effective meetings, resulting in improved team productivity.

FAQ

How do you set an agenda for a team meeting?

To set an ideal agenda for your team, you should develop it together with other members. After you have gathered others' opinions, the next step is establishing the objective of the meeting and organizing agenda items by priority. Then, have a review and send the agenda to other members.

How do you structure a team meeting agenda?

A meeting agenda should contain all the topics discussed during the meeting. If you can, write topics as questions. Along with them, write the set time for each topic and the members that will speak or take part during the meeting.

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