How to Write Effective Meeting Agendas

Agendas are essential to the success of meetings. Check out what you need to great the agendas that work.

June 30, 2022
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How would you describe your job to a five year old?
What season would you be?
What is a weird food you have tried? Would you eat it again?
What is your favorite holiday tradition?
Would you go in the mother-ship with aliens if they landed on Earth tomorrow?
What is your favorite season?
Do prefer working from home or the office?
What is your earliest memory of this job?
What is the best thing you have bought so far this year?
What is the earliest book you remember?
If you had to move to another country, which one would you choose?
You are the best criminal mastermind in the world. What crime would you commit if you knew you would get away with it?
What is your favorite movie genre to watch?
What was the last thing you ate?
What person from history would you add to Mount Rushmore?
What is a weird fact you know?
What is your favorite part of working from home?
Were the Spice Girls a good team?
Imagine you can instantly learn any language. Which would you choose?
If you could live in any state, which state would you pick?
Which fictional team is the best team of all time?
What did you want to be when you grew up?
What do you usually eat for a quick lunch?
What simple food will you never eat?
Show us the weirdest thing you have in the room with you right now.
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What is your favorite movie genre to watch?
Are you more productive in the morning or at night?
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Who was your most unique pet?
Choose one famous person from history you want on your team during a zombie apocalypse.
What is a good way to give back to the community?
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Is Hugh Grant funny?
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What is the best super power?
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Show us your phone background and tell the story behind why you picked this image.
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What is the most obscure superpower you would want?
What emoji best describes how you are feeling right now?
If you could live in any country, which country would you pick?
Would you rather live in a city or a town?
What is your favorite holiday?
What is something you accomplished as part of a team?
What is your standard office lunch?
What is your most used phone app?
What is your favorite season?
Have you ever won something as a team?
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What is your favorite song to sing?
If you could live in any state, which state would you pick?
Imagine you could teleport anywhere. Where would you go right now?
What is the most unusual job you have heard of?
What was the last thing you ate?
You can visit any fictional time or place. Which would you pick?
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What movie do you wish you could watch again for the first time?
Show us your most-used emoji.
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Do you know how to speak more than one language?
On a scale of 1 – 10, how much of a team player are you?
What is your #1 recommendation in this city?
What is your favorite holiday?
What bucket list item do you most want to check off in the next six months?
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What was the first way you made money?
If you could be great at any Olympic sport, which would it be?
Which song could you listen to over and over again?
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Where is your favorite vacation spot?
Do you take your PTO all at one time, or another way?
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Would you rather live 100 years in the past or 100 years in the future?
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  • Professionals spend 2 hours a week in pointless meetings.
  • The average professional spends three hours a week in meetings – making two thirds of all meetings unnecessary or a waste of time.
  • Unproductive meetings waste more than $37 billion per year.
  • Executives view more than 67% of meetings as failures.
  • More than a third (37%) of professionals consider unnecessary meetings to be the biggest cost to their organization.
  • 65% of 182 senior managers surveyed said meetings keep them from completing their own work. 71% said meetings are unproductive and inefficient. 64% said meetings come at the expense of deep thinking. 62% said meetings miss opportunities to bring the team closer together.

The statistics above are based on surveys conducted by The Muse, Clockwise, and Steven Rogelberg, of the University of North Carolina. They show that most meetings continue to be a barrier to productivity and waste a lot of time and resources.

In "Stop the Meeting Madness," published in the Harvard Business Review, Leslie A. Perlow, Constance Noonan Hadley, and Eunice Eun stress the importance of establishing a clear agenda for all meetings as a way to improve productivity at meetings.

And this is the crux of our article today: How to Write Effective Meeting Agendas.

Start using the Meeting Agenda now or schedule a demo today to learn more.

Agendas are essential to the success of meetings. They provide a framework for discussion and help keep participants focused on the purpose of the meeting. 

What is a meeting agenda?

A meeting agenda is a list of the topics to be discussed at a meeting. It usually includes an outline of the topics to be addressed, time allocations, and any background information needed to understand the topic.

Why is it important to have a meeting agenda?

The purpose of an agenda is to ensure that all participants are clear about what will be discussed at a meeting before it happens so that they can prepare accordingly. An agenda that is well-written can save time and keep discussions on track. 

A good meeting agenda can also help improve overall productivity by helping participants get straight to business instead of wasting time with small talk or other distractions before getting down to business.

What are 5 things that you need to include in your meeting agenda?

  1. The purpose of the meeting.
  2. The time, date, and location of the meeting.
  3. The names of all people who will be in attendance at the meeting.
  4.  A list of items to be discussed, along with a time estimate for each item.
  5. An idea of what type of decisions to expect from attendees.

Read: How to Set Up Assembly’s Daily Agenda in 5 Easy Steps

How to write an effective meeting agenda

  1. Use a template
  2. Identify your goal.
  3. Keep it short.
  4. State the purpose.
  5. Identify the intended outcomes of the meeting.
  6. State who is invited.
  7. Establish time limits for each agenda item and overall time frame for the meeting.
  8. Prioritize agenda items from most to least important.
  9. Outline discussion activities and tasks, so participants know what to expect.
  10. Add notes, attachments, or other information needed to prepare for the meeting.

5 Meeting Agenda Examples & Templates 

  1. Marketing Team Meeting Agenda

A marketing team meeting agenda should include an overview of the goals of the meeting, as well as any logistical information that will help you get there. These agendas are great for keeping track of what has been discussed in previous meetings, and they can also help you make sure that everyone on your team has access to important information about upcoming projects and responsibilities

Here’s an example:

Date: xx July 2022

Time: 00 - 00

Attendees: @name, @name, @name, @name

Meeting Objective

Develop a strategy for our social media channels for the next quarter

Agenda
  • Review the performance of last quarter’s social media campaign - Assigned to @name
  • What was our best-performing social media content last quarter? - Assigned to @name
  • Present the report on our competitor analysis - Assigned to @name
  • Presentation of the new social media strategy - Assigned to @name
  • Thoughts on the new social media strategy - Assigned to @name
  • General recap 
Next steps
  • List next steps
  • List next steps
  • List next steps

For more tips and direction on hosting effective meetings with your team, check out our Daily/Weekly Agenda Template.

  1. Weekly One-on-One Meeting Agenda

A Weekly One-on-One Meeting Agenda is a list of topics to discuss in your weekly one-on-one meetings with your direct reports. It's important to make sure you're on the same page with your team members, sometimes it can be hard to remember what you wanted to talk about or what you talked about last week. 

Date: xx July 2022

Time: 00 - 00

Attendees: @name, @name

Agenda

A few questions you can ask:

  • What do you think went well last week, and what didn’t go as planned?
  • What's working well for you right now?
  • What's not working well for you right now?
  • What do you think I could be doing better?
  • What do you need from me specifically in order to do your job better?
  • Are you happy with your recent work? Why or why not?
  • Did we miss anything that you think we should address?
Actions points
  • List action points
  • List action points
  • List action points

For more tips and direction on hosting effective weekly one on one meetings with your direct reports, check out our One on One with Direct Reports Template.

  1. Retrospective Meeting Agenda

A retrospective meeting agenda helps to guide the discussion of a team in order to determine how well they are working together and if there are any problems with their process or communication. 

Date: xx July 2022

Time: 00 - 00

Attendees: @name, @name, @name, @name

Agenda
What went well?
  • List what worked
  • List what worked
  • List what worked
What fell short?
  • List what didn’t work out
  • List what didn’t work out
  • List what didn’t work out
What have we learned?
  • List lessons
  • List lessons
  • List lessons
Actions points
  • List action points
  • List action points
  • List action points

By using Assembly's Retrospective Flow, you save yourself hours of work and no project gets left behind in the process. As a team, you can have all your retrospective conversations in one place, collect feedback from everyone involved, and be on top of everything related to your features and releases. Improved communication for all!

  1. Project Kickoff Meeting Agenda

A Project Kickoff Meeting Agenda serves as a guide to ensure you have all the necessary information and resources in place before you begin a project. The agenda helps to establish a common understanding between all parties involved in a project, which will help ensure the success of the project.

Date: xx July 2022

Time: 00 - 00

Attendees: @name, @name, @name, @name, @name

Agenda
Introductions:

Let the team meet each other

Project overview:

The project lead summarizes the entire project, goals, deliverables, and timeline.

Project goals/objectives
  • List your SMART project goals 
  • List your SMART project goals 
  • List your SMART project goals 
Project duration:

What is the entire timeline for this project?

Team members/roles and responsibilities:

Assign tasks, roles, and responsibilities to each member. Here are a few examples:

  • Project manager
  • Research lead
  • Client relationship manager
  • Design lead
  • Software Development lead
  • Marketing Manager
  • Resource Manager
  • Stakeholder Management
Deadlines and milestones:

To ensure that all stakeholders are on the same page, the team needs to agree on a timeline and schedule.

Project deliverables:

Define the final outputs of your project. These are the “things” that the client or the team will be getting on completing the project. The project deliverables should be well-thought-out and well-defined.

Project bottlenecks to anticipate:

It's important to anticipate where the bottlenecks will be so you can keep them in check and get your project done on time. Here are some common issues that can slow down a project:

  • Lack of communication between team members
  • Lack of resources or support from management
  • Unclear goals or objectives
Next steps
  • List next steps
  • List next steps
  • List next steps

The traditional project kickoff meeting is usually frustrating. It's a means to an end with no real direction or purpose. Use Assembly's Project Kickoff flow instead to source ideas, perspective, context, and requirements from all of the key stakeholders in a new project.

  1. Daily Standup Meeting Agenda

The daily standup meeting agenda is one of the most important parts of your company's culture. It sets the tone for the day, and it gives you, your team, and your colleagues all a chance to stay on track with what's coming up and how things are going.

Date: xx July 2022

Time: 00 - 00

Attendees: @name, @name, @name

Agenda
What did you do yesterday?

Answer.

What will you do today?

Answer.

What blockers stand in your way?

Answer.

Start using the Daily Standup now or schedule a demo today to learn more.

Crafting The Perfect Meeting Agenda

Meeting agendas, like all other forms of communication, can have a tremendous impact on the success of the meeting itself. By thinking about the meeting's purpose, participants, and specifics ahead of time, you can craft an agenda that increases the chances for a fruitful discussion. 

All the tools and resources you need to host effective meetings, launch projects, and gather feedback—all in one place with Assembly. Book a demo to learn more.

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Frequently Asked Questions

Is Assembly SOC 2 compliant?

Yes, at Assembly, security is a top priority. Each quarter, we have ongoing security work that is everyone’s responsibility. While we maintain a strong security posture, it was important for us to prove to our customers that we do everything we claim to do. This led us to pursue a SOC 2 Type II report that would provide evidence of our compliance with industry gold-standard security practice.

What's the ROI for employee recognition?

There is study after study showing that employee recognition leads to increased engagement. This in return creates an environment where employees are happier and more motivated which increase productivity and reduces voluntary turnover significantly. In order to filled critical roles, companies tend to spend nearly twice the value of an annual salary. Assembly is an investment in your employees that supports your bottom line.

Does Assembly offer longer-term contracts?

Yes, we will offer contracts for companies with longer-term agreements to help larger customers have more certainty around future costs.

The minimum agreement term is a 12-month subscription.

Does Assembly offer onboarding support?

We do and for FREE! Any new customer needing further support to get started with Assembly to ensure you're set up for success can request custom onboarding support. Improving your employee experience is about much more than just using our amazing software; it’s about transforming your business to create a workplace that people love. That’s much easier to do with the personal support and advice from our passionate people experts.

Is there a free version of Assembly?

Yes. We offer a completely free plan for up to 50 team members. This plan is intended for teams or organizations that are looking to get started with an employee engagement tool. Keep in mind, this plan is limited in features.

All customers can open an Assembly account for free and get started without a credit card. Then you can change plans as necessary.

How much do rewards cost?

At the time of redemption (when your employees exchange their points for a paid reward) you'll pay face value. If a reward is a $10 Amazon gift card, your cost will be $10. All paid rewards are billed for on a monthly basis.

The good news is that you don't have to pay for rewards upfront because we only charge you when points are redeemed, not when they're earned.

Does Assembly offer discounts?

We offer discounts or educational or charitable organizations. In order to secure a discount, you'll first need to book a demo with a customer support specialist.

For all other organizations, we are willing to consider longer-term agreements in exchange for discounts. To set up annual plans or longer, you will need to book a demo with a customer support specialist.

How do I cancel my plan if needed?

If you're on a month to month plan, you can go here and cancel anytime. If you're having concerns or need help setting up your account for success, you can always book a demo with a customer support specialist.

If you're on a longer-term custom plan, you'll need to reach out to your customer support specialist to cancel your account or email us at support@joinassembly.com.

What customizations are available?

Great question! You can customize your core values to match your organization's to boost and track alignment. You can change your currency from the 🏆 emoji (our default) to any emoji of your choice. You can swap our logo for your own. You can also set up company culture rewards such as, "Lunch with the CEO," "Buy a book on us," and so much more!

Who can give or receive recognition?

While we recommend a peer to peer set up where anyone in your organization can give or receive recognition, you can set up Assembly however you want. If you need to limit the people who can give or receive recognition, that's perfectly fine and can be done from your Admin, here.

What integrations are available?

Assembly connects to the tools your employees use every day to offer an easy, seamless experience with minimal change management.  

Assembly has integrations with HCM/HRIS systems like ADP, Google, Office 365, and Slack. We also integrate with communication tools like Slack and Teams so you and your employees can access Assembly wherever they work now.

What's your average adoption rate?

That depends on the company's permissions set up. That said, over 90% of the employees on Assembly's platform are recognized on a monthly basis. That means nearly every employee across all of our customers are receiving regular recognition from their peers, managers, or leadership. We're extremely proud of this.

Must rewards be set up to use Assembly?

They are not required. You can use Assembly without having rewards set up. However, we don't recommend it if you intend to have a high adoption and usage rate. You can always keep the costs down by offering internal culture rewards that are fulfilled by you internally.

Are points required to use Assembly?

No, you can remove allowances from anyone or everyone. It's up to you but we do recommend using points whether they're worth a real dollar value or not. Companies that use points have a much higher engagement rate even if those points don't exchange for real dollars.

Could find the answer you are looking for?

Please schedule time with an expert and we will help you to get all your questions answered