A tool for running meetings that are focused, productive, and respectful of everyone’s time.
Meeting Logistics
1. The Objective (Why We’re Here)
The single most important reason for this meeting. If we only accomplish one thing, what is it? Start with an action verb (e.g., Decide, Plan, Solve, Align).
Objective: [e.g., To decide on the top 3 marketing initiatives for Q4 and assign a budget to each.]
2. Desired Outcomes
What will we have created or decided by the end of this meeting? What does success look like?
[e.g., A finalized list of the 3 chosen marketing initiatives.][e.g., A preliminary budget allocated for each of the 3 initiatives.][e.g., A clear owner assigned to lead each initiative.]
3. Pre-Meeting Preparation (Required)
What must everyone do before the meeting to ensure we can use our time effectively? (Reading a doc, reviewing data, preparing an update, etc.)
Please review the Q4 Marketing Options Brief (approx. 10 mins).
Come prepared to advocate for your top two choices.
4. Agenda & Discussion Points
5. Notes & Decisions
(This section is to be filled out during the meeting)
[Capture key discussion points, insights, and final decisions here as they happen.]
6. Action Items
(To be confirmed at the end of the meeting)
How to Use The Perfect Meeting Agenda
Before the Meeting:
Fill It Out Thoughtfully: Don’t rush this. The 15 minutes you spend creating a clear agenda will save you 60 minutes of wasted time in the meeting.
Send it 24 Hours in Advance: Give everyone time to read it and complete their pre-work. This signals that you respect their time and expect them to come prepared.
Question if You Need the Meeting: Filling out the “Desired Outcomes” is the ultimate test. If you can’t list tangible, necessary outcomes, you might be able to solve the issue with an email or a quick chat instead.
During the Meeting:
Appoint a Note Taker: This frees everyone else up to focus on the discussion.
Stick to the Times: Be a gentle but firm timekeeper. If a topic needs more time, the group should explicitly agree to either extend the meeting or schedule a follow-up.
Use a “Parking Lot”: Keep a separate space for important but off-topic ideas that arise. Acknowledge them and promise to address them later so you can stay on track.
End with Action: The last 5 minutes are crucial. Go over the “Action Items” table to ensure everyone is clear on who is doing what, and by when.
After the Meeting:
Send a Recap Promptly: Within a few hours, send a follow-up email with the filled-in Notes, Decisions, and Action Items to all attendees.
Consider using AI note taking tools like Noota, that create a transcript of the meeting as well as a breakdown with follow up suggestions.
Here’s to fewer, better meetings.
