gh-tommy-ca-notion-skills-plugins-notion-skills/skills/meeting-intelligence/reference/agenda-structure-guide.md

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