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skills/meeting-intelligence/reference/agenda-structure-guide.md

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+# Meeting Intelligence - Agenda Structure Guide
+
+## Professional Agenda Format
+
+A well-structured meeting agenda serves as both a preview for participants and a guide for the meeting facilitator.
+
+### Essential Components
+
+**1. Header Information**
+```
+Meeting: [Clear, Descriptive Title]
+Date: [Date and Time with Timezone]
+Duration: [e.g., 60 minutes]
+Location/Link: [Physical location or Zoom link]
+Organizer: [Who's running the meeting]
+```
+
+**2. Purpose Statement**
+Clear, 1-2 sentence description of why this meeting exists and what success looks like.
+
+**3. Attendees**
+- Required attendees with roles
+- Optional attendees
+- Guest speakers (if any)
+
+**4. Pre-Read Materials**
+- What should attendees review before the meeting
+- Location/links to key documents
+- Time to review suggested (e.g., 10 minutes)
+
+### Agenda Items Template
+
+For each agenda item, include:
+
+```
+## [Time] - [Topic Title]
+
+**Purpose:** Why are we discussing this?
+**Key Questions:** What do we need to decide/understand?
+**Owner:** Who is leading this discussion?
+**Expected Outcome:** What should we have when done?
+
+**Materials:**
+- [Link to relevant doc]
+- [Link to data/metrics]
+```
+
+### Timing Guidelines
+
+**Total meeting time: 60 minutes**
+
+| Duration | Time per Item | Type | Example |
+|----------|--------------|------|---------|
+| 30 min | 5-7 min | Status update | Updates from team |
+| 60 min | 10-15 min | Decision | Technical approach choice |
+| 90 min | 15-20 min | Deep dive | Specification review |
+| 120 min | 20-30 min | Planning | Sprint planning |
+
+**Rule of Thumb:** Each agenda item should take 30% longer than you think to avoid rushing.
+
+### Different Meeting Types
+
+#### Executive Status Meeting
+```
+- Quick wins/metrics (5 min)
+- Blockers/risks (10 min)
+- Key decisions needed (10 min)
+- Q&A (5 min)
+```
+
+#### Sprint Planning
+```
+- Goal review & context (10 min)
+- Backlog review (20 min)
+- Capacity planning (15 min)
+- Sprint goal finalization (10 min)
+- Q&A (5 min)
+```
+
+#### 1-on-1 Conversation
+```
+- How are you doing? (5 min)
+- Work update (10 min)
+- One development area (10 min)
+- Support/help needed (5 min)
+```
+
+#### Cross-functional Kickoff
+```
+- Project overview (10 min)
+- Success criteria (10 min)
+- Team roles (10 min)
+- Timeline/milestones (10 min)
+- Q&A (10 min)
+```
+
+### Internal Pre-Read vs. External Agenda
+
+**Internal Pre-Read (Team Only)**
+- Honest assessment and context
+- Sensitive business information
+- Detailed background
+- Strategic rationale
+- Concerns and risks
+
+**External Agenda (All Participants)**
+- Focused objectives
+- Clear decisions needed
+- Professional tone
+- Time allocations
+- Preparation requirements
+
+### Creating Effective Agendas
+
+**Do:**
+✓ Include time allocations
+✓ State clear objectives for each item
+✓ Link to relevant materials
+✓ Designate topic owners
+✓ Leave buffer time
+✓ End with clear next steps
+
+**Don't:**
+✗ Create vague agenda items ("Miscellaneous")
+✗ Overload meetings with too many topics
+✗ Forget time allocations
+✗ Create agendas without objectives
+✗ Ignore pre-read materials
+✗ Skip attendee confirmations
+
+### Post-Meeting Update
+
+After the meeting:
+
+```
+## Decisions Made
+- [Decision 1 and rationale]
+- [Decision 2 and rationale]
+
+## Action Items
+| Owner | Task | Deadline |
+|-------|------|----------|
+| | | |
+
+## Next Meeting
+- Date/Time:
+- Purpose:
+- Tentative Topics:
+```
+
+### Agenda Best Practices
+
+1. **Share Early**: Send 24+ hours before meeting
+2. **Collaborative**: Encourage attendees to suggest additions
+3. **Time-Boxed**: Be realistic about timing
+4. **Prioritized**: Put critical items first
+5. **Flexible**: Build in buffer for important discussions
+6. **Connected**: Link to related materials and decisions
+7. **Documented**: Keep for future reference