# Meeting Agenda

**Framework:** Original template  
**Use for:** Structuring any meeting to ensure clear purpose, roles, and outcomes  
**Time required:** 15–20 minutes to prepare

---

## How to use this template

1. Fill in the meeting header at least 24 hours before the meeting and share with all attendees.
2. Write the purpose and desired outcome first — if you can't complete those two lines, the meeting may not be needed.
3. List attendees and mark each as Required or Optional so people can self-select out.
4. Assign a time budget to each agenda item and designate an owner who will lead that segment.
5. Distribute the agenda in advance; update the parking lot and decisions sections during the meeting.

---

## Meeting Header

| Field | Details |
|-------|---------|
| Date | [Date] |
| Time | [Start time – End time] |
| Duration | [X minutes] |
| Location / Link | [Room name or video link] |
| Facilitator | [Name] |
| Note-taker | [Name] |

---

## Purpose & Desired Outcome

We are meeting to [describe the specific reason this meeting needs to happen — one sentence].

By the end, we will have [describe the concrete output, decision, or alignment that will exist after the meeting that doesn't exist today].

---

## Attendees

| Name | Role / Team | Required or Optional |
|------|-------------|----------------------|
| [Name] | [Role] | [Required / Optional] |
| [Name] | [Role] | [Required / Optional] |
| [Name] | [Role] | [Required / Optional] |
| [Name] | [Role] | [Required / Optional] |
| [Name] | [Role] | [Required / Optional] |

---

## Pre-Read Materials

Complete before the meeting. Estimated times listed below.

| Item | Link / Location | Time to Review |
|------|----------------|----------------|
| [Document or context item] | [Link or file path] | [X min] |
| [Document or context item] | [Link or file path] | [X min] |
| [Document or context item] | [Link or file path] | [X min] |

---

## Agenda

| # | Agenda Item | Owner | Time (min) | Type |
|---|-------------|-------|------------|------|
| 1 | [Opening / context-setting] | [Name] | [X] | Update |
| 2 | [First discussion or decision topic] | [Name] | [X] | Decision / Discussion |
| 3 | [Second discussion or decision topic] | [Name] | [X] | Decision / Discussion |
| 4 | [Third discussion or decision topic] | [Name] | [X] | Discussion |
| 5 | [Wrap-up, next steps, parking lot review] | [Facilitator] | [X] | Admin |

**Type key:** Decision = we need a choice made | Update = informational only | Discussion = exploring options, no decision required today

---

## Decisions to Make

List every decision that must be reached in this meeting. If this list is empty, reconsider whether the meeting is needed.

- [Decision 1: e.g., Which vendor to select for X]
- [Decision 2: e.g., Whether to proceed with Y approach]
- [Decision 3: e.g., Timeline for Z]

---

## Decisions Made

*(Complete during or immediately after the meeting.)*

| Decision | Outcome | Owner | Date |
|----------|---------|-------|------|
| [Decision topic] | [What was decided] | [Name] | [Date] |
| [Decision topic] | [What was decided] | [Name] | [Date] |

---

## Action Items

*(Complete during or immediately after the meeting.)*

| Action | Owner | Due Date |
|--------|-------|----------|
| [What needs to happen] | [Name] | [Date] |
| [What needs to happen] | [Name] | [Date] |
| [What needs to happen] | [Name] | [Date] |

---

## Parking Lot

Items raised during the meeting that are out of scope for today — captured here so they're not lost.

| Item | Who Raised It | Owner | Due Date |
|------|--------------|-------|----------|
| [Topic or question] | [Name] | [Name] | [Date or TBD] |
| [Topic or question] | [Name] | [Name] | [Date or TBD] |
| [Topic or question] | [Name] | [Name] | [Date or TBD] |

---

*Effective meetings start with a clear agenda and end with decisions documented. More on running effective meetings at biztechprimer.com.*