How to write a meeting agenda

A meeting agenda is a document that lists the topics that will be discussed during a meeting. It also includes other key information such as the date, time and location and who will be attending.

Writing a meeting agenda involves planning and organizing the topics to be discussed, assigning time slots for each item, and sharing it with the participants beforehand to ensure everyone is prepared. Here are the steps to follow:

Start with the main meeting details

Start by confirming the date, time, and location of the meeting. Include the names of all the attendees who are expected to participate in the meeting. You may also wish to write a brief overview of the meeting’s purpose and the goals to be achieved.

Outline the topics to be discussed

Make a list of the topics that will be covered in the meeting and arrange them in order of priority. Allocate a specific amount of time for each item on the agenda and highlight who will be leading this discussion. This will help ensure that the meeting stays on track and that all topics are addressed.

You may wish to contact people who are expected to attend to ask if there are any specific topics they wish to discuss. Remember to keep the agenda simple and concise, and to allow enough time for discussion and questions.

Include any necessary materials

If there are any materials that attendees need to review before the meeting, such as reports or data, include them in the agenda or provide a link to where they can be accessed.

Add any other important details

If there are any important announcements or updates that need to be shared, include them at the end of the agenda. It is customary to allow time at the end of the meeting for people to raise additional items or ask questions. This is usually written as ‘Any other items of business’.

Send the agenda out before the meeting

Send the agenda to all attendees in advance of the meeting, giving them ample time to review the topics and prepare any necessary information. It may be a good idea to ask everyone to also confirm whether or not they will be attending the meeting.

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