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Office sheets and planners3 to 12 items

Meeting agenda

A one-page meeting agenda that doubles as the notes sheet. It lists the meeting, the date and time, the place or link, the facilitator and the note taker, then timed agenda items with who leads each, a box for notes and decisions, and an action items table with owners and due dates.

By Paul Gunder. Free to print for home, classroom and office use; see how our printables are made.

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3 to 12
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Meeting Agenda1 page · US Letter

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Meeting AgendaMeetingDate and timeLocationFacilitatorNote takerATTENDEESTimeTopicLed byMinutesNOTES AND DECISIONSACTION ITEMSAction itemOwnerDuePrintablePal.com · free printablesMeeting Agenda
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On this page

What prints

The page opens with Meeting Agenda and lines for the meeting name, the date and time, the location or video link, the facilitator and the note taker. An optional Attendees block gives eight short lines for names.

The agenda table has four columns: Time, Topic, Led by and Minutes. The rows are tall enough to write a topic and a line of detail. Under the table is a box for Notes and decisions, and an optional Action items table with the action, the owner and the due date.

The settings

  • Meeting, date and time, location. Type them so they print, or leave them empty to write in.
  • Agenda items. 3 to 12 rows. Fewer rows give each item more room.
  • Attendees list and Action items table can each be turned off to make room.

Writing an agenda people follow

  • Put a time on each item. A start time or a number of minutes makes it obvious when an item is overrunning.
  • Name who leads each item. That person prepares, and the facilitator knows who to hand over to.
  • Order items by importance. If the meeting runs short, what is left is what matters least.
  • Write decisions and actions as you go. The note taker fills in the bottom half during the meeting, so the agenda becomes the record of it.

Formal bodies such as boards and associations usually follow an order of business from Robert's Rules: call to order, approval of the last minutes, reports, unfinished business, new business and adjournment. The same table works for that; write each part as an agenda item.

Worked example: a weekly team meeting

A team of six meets on Mondays at 10:00 for 30 minutes. The agenda lists "10:00, Wins from last week, Sam, 5", "10:05, Launch checklist status, Priya, 10", "10:15, Customer feedback themes, Jordan, 10" and "10:25, Next week's priorities, Sam, 5". The minutes add up to 30.

During the meeting the note taker writes "Launch moved to the 18th" under decisions, and adds two action items: "Update launch email, Priya, Wed" and "Summarize top 3 feedback issues, Jordan, Fri". The sheet is scanned and shared after the meeting.

Print copies before the meeting, or share the PDF with the invite, so people arrive knowing the plan.

Sources

  1. Robert's Rules of Order: official site robertsrules.com