20+ Meeting Agenda Examples & Free Templates

Today, we have tons of chat apps, progress tracking platforms, and time management systems to coordinate team processes and progress. However, nothing can replace a productive meeting with live talks and human interactions, whether online or in the conference/huddle room of your office. Virtual meetings in particular may need more structured time management.

But we all also know how much time can be wasted in empty conversations without a proper agenda! Agendas exist to improve meeting expectations and meeting outcomes, and, well, make the most out of the time you spend with your colleagues.

You can save a significant amount of time with the meeting agenda; for this purpose, we have built free templates that you can use in your workflow. But before grabbing any, make sure to better understand what’s behind these templates and how they work, so that you can alter it easily to your needs.

Must-Know Things to Build Your Agenda

There are key points to keep in mind when thinking of how to structure your meeting agenda properly to have a productive meeting.

What is the purpose of your meeting?

Based on this, you will need to create dedicated parts in your agenda. High-level meetings are more about strategy, and operational meetings handle execution details (e.g., what kind of update we are working on now). So, normally, meetings are divided into:

• Team meeting – they may normally discuss updates, to sum up the team progress or solve the issues faster. 
• Board meeting – there are more complex types of meetings that include financial reports or strategy and decision-making ideas.
• Project meetings are designed to go through project milestones, risks, and next steps.
• Sales meetings are particularly focused on sales performance and working with clients.
• Brainstorming sessions are creative idea generation meeting agendas.

The first conclusion we can draw: you should first decide on the meeting type that you want to hold, the aims, and the actual direction of the meeting. 

Next, highlight participants that are important for the meeting. Internal meetings focus on the company activities, while external can be more about clients, partners, or vendors.

Meeting Frequency and Format

When you need to inform your team about the format and setting, remember that formal meetings have strict agendas; however, you want a more relaxed and flexible conversation, announce a non-formal meeting agenda. So, what types and formats can you use?

• Daily aka standup meetings are centered around quick updates and immediate priorities. However, they may also have an agenda to keep the entire team on track and pinpoint issues that block the progress.
• Weekly/bi-weekly meetings are regular team check-ins.
• Monthly/quarterly can be held around performance reviews, and strategy updates.
• Annuals are about yearly planning, goal setting, and financial reviews.

Which Platforms Come with Free Meeting Agenda Templates? 

Many time tracking systems and task management software come with pre-built templates for meetings, including those for project reviews, retrospectives, team check-ins, and more. They allow you to pick and customize templates that suit your workflow and current project the best. Some of them include: 

• ClickUp
• Jira
• Monday.com
• Google Docs

Meanwhile, if you want to have something quick and accessible right now, here are 20+ out-of-the-box free meeting agenda templates for various use case scenarios.

20+ Meeting Agenda Examples and Templates

Template 1. Typical Daily Stand-Up Agenda (Scrum Format)

1. Opening & Check-in (1-2 min) Quick greeting or team updates.
2. Individual Updates (10-15 min total, ~1 min per person)

• What did I work on yesterday?
• What am I working on today?
• Any blockers or challenges?

3. Action Items & Follow-ups (2-5 min) – Identify issues that need further discussion outside the stand-up.
4. Closing and Next Steps (1-2 min) – Summarize key takeaways.

Template 2. Weekly/Monthly Marketing Team Meeting Agenda

1. Welcome & Opening Remarks (5 min)

• Quick check-in and team greetings.
• Overview of today’s agenda.

2. Campaign Performance Review (10 min)

• Updates on ongoing marketing campaigns.
• Key performance metrics (e.g., website traffic, lead conversions, ad performance).
• Wins and lessons learned from the past week.

3. Content & Social Media Updates (10 min)

• Blog posts, email marketing, and social media engagement.
• Upcoming content calendar highlights.
• Any adjustments needed based on analytics.

4. Paid Advertising & SEO Insights (10 min)

• Review PPC campaign performance (Google Ads, LinkedIn, Meta, etc.).
• SEO updates (keyword rankings, backlinks, technical fixes).
• Budget discussions and optimizations.

5. Product Marketing & Launches (10 min)

• Updates on marketing strategies for new software features/releases.
• Feedback from customers or sales teams.
• Plans for webinars, demo sessions, or case studies.

6. Challenges & Roadblocks (10 min)

• Issues affecting campaign execution.
• Resource or budget constraints.
• Brainstorming solutions as a team.

7. Upcoming Priorities & Action Items (10 min)

• Assign tasks for the next week.
• Confirm deadlines and responsibilities.
• Align with sales, product, and other departments as needed.

8. Announcements & General Discussion (5 min)

• Any company-wide updates relevant to marketing.
• Open floor for team questions or creative ideas.

9. Closing & Next Steps (5 min)

• Recap of key takeaways.
• Confirm action items and owners.
• Set the date/time for the next meeting.

Template 3. Project Briefing Meeting Agenda Template

1. Project Overview (10 min)

• Project Name & Brief Description: A quick intro to the project
• Business Objectives & Expected Outcomes: What we aim to achieve
• Key Stakeholders & Roles: Who’s involved and their responsibilities

2. Scope & Deliverables (15 min)

• Project Scope & Boundaries: Defining what’s in and out of scope
• Key Deliverables & Success Criteria: The tangible outputs and how we measure success
• Impact on Business/Clients: How this project will affect the organization or clients

3. Timeline & Milestones (15 min)

• Phases & Major Milestones: Breakdown of key phases and milestones
• Deadlines & Critical Paths: Key dates and dependencies
• Dependencies on Other Teams: Coordination with other projects or teams

4. Roles & Responsibilities (10 min)

• Team Member Assignments: Clear delegation of tasks
• Who’s Responsible for What: Understanding individual ownership
• Points of Contact: Who to reach out to for specific areas

5. Risks & Challenges (10 min)

• Potential Roadblocks: Key risks we anticipate
• Contingency Plans & Mitigation: Strategies for managing those risks

6. Communication Plan (5 min)

• Communication Channels: Email, Slack, meetings, etc.
• Check-ins & Reporting Frequency: How often we’ll touch base
• Escalation Procedures: Process for urgent matters

7. Next Steps & Action Items (10 min)

• Summary of Decisions Made: Recap of key decisions
• Action Items & Deadlines: Assign responsibilities and timelines
• Follow-up Meetings: Scheduling any necessary future check-ins

8. Q&A & Closing Remarks (5 min)

• Open Floor for Questions: Address any concerns or clarifications
• Recap of Key Points: A quick summary of the meeting
• Closing Remarks & Adjournment: Final thoughts and adjournment

Template 4. Brainstorming Meeting Agenda Example Template

1. Welcome & Goal Setting (5 min)

• Brief introduction and purpose of the brainstorm.
• Define the problem or topic to focus on.

2. Idea Generation (20-30 min)

• Free-flow idea sharing (no judgment).
• Use brainstorming techniques (mind mapping, sticky notes, round-robin, etc.).

3. Discussion & Refinement (15 min)

• Identify patterns or promising ideas.
• Combine, modify, or expand on ideas.

4. Prioritization & Next Steps (10 min)

• Vote or rank top ideas.
• Assign action items or follow-ups.

5. Closing & Summary (5 min)

• Recap key takeaways.
• Confirm next steps and responsibilities.

Template 5. Customer Support Team Meeting Agenda

1. Welcome & Check-in (5 min)
Quick team greeting and overview of the meeting agenda.

2. Performance & Metrics Review (10 min)

• Key support metrics (e.g., response time, resolution rate, CSAT scores)
• Trends in customer inquiries and common issues

3. Customer Feedback & Challenges (10 min)
Review recent customer complaints or escalations. Share success stories and lessons learned. Discuss improvement strategies.

4. Process Updates & Best Practices (10 min)
Review any changes in support procedures or policies. Share tips for handling difficult customers and improving efficiency.

5. Training & Development (5 min)
Announce new tools, product updates, or training sessions. Identify areas where additional training is needed.

6. Action Items & Next Steps (5 min)
Assign follow-up tasks or initiatives and confirm key takeaways.

Template 6. Sprint Wrap-Up & Strategy Session Agenda Template

1. Sprint Recap (10 min)

• Quick review of sprint goals
• Key accomplishments & deliverables
• Major blockers and challenges

2. Performance & Metrics Review (15 min)

• Velocity and completion rate
• Quality metrics (bugs, incidents, etc.)
• Stakeholder feedback

3. Retrospective (20 min)

• What went well?
• What didn’t go well?
• Action items for improvement

4. Next Sprint Strategy (15 min)

• Prioritization of backlog items
• Resource allocation & dependencies
• Risk mitigation strategies

5. Key Takeaways & Action Items (10 min)

• Summary of next steps
• Owner assignments & deadlines
• Open Q&A

Template 7. All-Hands Meeting Agenda Template Example

1. Welcome & Opening Remarks (5 min)

• Brief intro & meeting purpose
• Recognition of key achievements

2. Company Updates (10 min)

• Business performance & metrics
• Product/Project updates
• Important announcements

3. Team Spotlights & Wins (10 min)

• Department highlights
• Employee shout outs & recognition

4. Q&A & Open Forum 

• Address team questions
• Open discussion on key topics

5. Closing Remarks & Next Steps (5 min)

• Summary of key takeaways
• Upcoming events & initiatives
• Call to action

Template 8. Project Status Update Meeting Agenda

1. Welcome & Objectives (5 min)

• Purpose of the meeting
• Key focus areas

2. Project Progress Overview (10 min)

• Current status vs. planned timeline
• Major milestones achieved

3. Challenges & Roadblocks (10 min)

• Issues impacting progress
• Risks & mitigation strategies

4. Next Steps & Action Items (10 min)

• Upcoming tasks & priorities
• Owner assignments & deadlines

5. Q&A & Closing (5 min)

• Open discussion
• Summary of key takeaways

Template 9. Sales Pipeline Review Meeting Agenda Example

1. Welcome & Meeting Objectives (5 min)

• Purpose of the review
• Key focus areas (e.g., revenue targets, deal progress)

2. Sales Performance Overview (10 min)

• Current pipeline metrics (e.g., total opportunities, conversion rates)
• Performance against targets

3. Deal Status & Forecast (15 min)

• Review of top deals in the pipeline
• Stalled deals & roadblocks
• Revenue projections & expected close dates

4. Challenges & Action Plans (15 min)

• Bottlenecks in the sales process
• Competitor and market insights
• Strategies to accelerate deal closures

5. Next Steps & Key Takeaways (5 min)

• Action items & owner assignments
• Follow-up schedule & next review date

Template 10. Product Pricing Model Review Meeting Agenda Example

1. Welcome & Meeting Objectives (5 min)

• Purpose of the review
• Key focus areas (e.g., competitiveness, profitability, market trends)

2. Current Pricing Model Overview (10 min)

• Existing pricing structure
• Performance analysis (e.g., revenue impact, customer feedback)

3. Market & Competitor Analysis (15 min)

• Industry pricing trends
• Competitor pricing strategies
• Customer demand and price sensitivity

4. Proposed Adjustments & Discussion (15 min)

• Potential pricing changes & rationale
• Impact on sales, margins, and positioning
• Risks and considerations

5. Next Steps & Action Items (5 min)

• Key decisions & follow-ups
• Owner assignments & timelines
• Next review date

Template 11. One-on-One Meeting Agenda (Manager-Employee Check-In)

1. Opening & Check-In (5 min)

• How are you feeling?
• Any immediate concerns or wins to share?

2. Progress & Achievements (10 min)

• Updates on key tasks & projects
• Recent successes and challenges
• Recognition of accomplishments

3. Feedback & Development (15 min)

• Constructive feedback (both ways)
• Skills development & growth opportunities
• Career aspirations & long-term goals

4. Challenges & Support Needed (10 min)

• Roadblocks and concerns
• Resources or support required
• Suggestions for improvements

5. Next Steps & Action Items (5 min)

• Key takeaways from the discussion
• Follow-up actions & deadlines
• Date for the next check-in

Template 12. Company Culture & Values Meeting Agenda Example

1. Welcome & Purpose (5 min)

• Meeting objectives
• Why culture and values matter

2. Reinforcing Our Mission & Values (10 min)

• Company mission statement review
• Core values and their impact on daily work

3. Real-World Applications (10 min)

• Examples of values in action
• Employee recognition & success stories

4. Open Discussion & Feedback (10 min)

• How can we strengthen our culture?
• Challenges in upholding values

5. Key Takeaways & Next Steps (5 min)

• Actionable commitments
• Follow-up initiatives & engagement plans

Template 13. Feedback Meeting Agenda Template Example

1. Welcome & Meeting Purpose (5 min)

• Objective of the feedback session
• Setting a positive and open tone

2. Performance & Achievements (10 min)

• Review of recent work and accomplishments
• Recognition of strengths and successes

3. Constructive Feedback Discussion (15 min)

• Areas for improvement
• Challenges and potential solutions
• Manager and employee perspectives

4. Growth & Development Plan (10 min)

• Skill-building and career goals
• Support and resources needed
• Next steps for improvement

5. Wrap-Up & Action Items (5 min)

• Key takeaways from the discussion
• Agreed-upon action steps and follow-ups
• Date for the next check-in

Template 14. Retrospective Meeting Agenda Template Example

1. Welcome & Meeting Objective (5 min)

• Purpose of the retrospective
• Setting a positive and constructive tone

2. Sprint/Project Recap (10 min)

• Quick review of goals and key deliverables
• Major accomplishments & milestones

3. What Went Well? (10 min)

• Successes and positive highlights
• Effective processes and teamwork

4. What Didn’t Go Well? (10 min)

• Challenges, roadblocks, and pain points
• Bottlenecks and areas for improvement

5. Lessons Learned & Action Items (15 min)

• Key takeaways from discussion
• Actionable steps for improvement
• Assigning ownership for follow-ups

6. Closing & Next Steps (5 min)

• Summary of insights
• Next retrospective date
• Final thoughts and appreciation

Template 15. Employee Onboarding Meeting Agenda Example

1. Welcome & Introductions (5 min)
Warm welcome to the new employee. Team introductions and key contacts.

2. Company Overview (10 min)

• Mission, vision, and core values
• Company culture and expectations

3. Role & Responsibilities (10 min)
Job expectations and key duties. Performance goals and success metrics.

4. Policies & Procedures (10 min)
HR guidelines and workplace policies. Tools, software, and communication channels.

5. Training & Development Plan (10 min)

• Initial training schedule
• Growth and learning opportunities

6. Q&A & Next Steps (5 min)
Open discussion and employee questions. Assign action items and set a follow-up schedule.

Template 16. Team Building Session Agenda Example

1. Welcome & Icebreaker (10 min)

• Brief introduction and session objectives
• Fun icebreaker activity to energize the team

2. Team Goals & Collaboration (15 min)

• Discuss team strengths and areas for improvement
• Align on shared goals and values

3. Interactive Team Activity (30 min)

• Engaging group exercise (problem-solving, trust-building, or creativity-based)
• Encourage teamwork and communication

4. Reflection & Takeaways (15 min)

• Discuss key learnings from the activity
• How to apply insights to daily work

5. Closing & Next Steps (10 min)

• Appreciation and recognition
• Action items for continued team bonding

Template 17. HR Planning Meeting Agenda

1. Welcome & Meeting Objectives (5 min)

• Purpose of the meeting
• Key focus areas (e.g., hiring, employee engagement, policies)

2. Workforce Planning & Talent Acquisition (15 min)

• Current hiring needs & recruitment strategies
• Employee retention & succession planning

3. Employee Development & Engagement (15 min)

• Training & career growth programs
• Employee satisfaction & feedback insights

4. HR Policies & Compliance Updates (10 min)

• Review of policy changes & legal updates
• Workplace culture & diversity initiatives

5. Key Action Items & Next Steps (10 min)

• Assign responsibilities for follow-ups
• Set the next meeting date & priorities

Template 18. Software Developers Quick Meeting Agenda (15-30 min)

1. Welcome & Objective (2 min)

• Brief intro & purpose of the meeting
• Key focus: Progress, blockers, and efficiency

2. Progress Updates & Time Tracking (5-10 min)

• What’s completed since the last meeting?
• Time spent on tasks vs. estimates
• Any productivity insights from tracking tools?

3. Challenges, Roadblocks & Tool Usage (5-10 min)

• Issues needing team support
• How are tools (Jira, Trello, Git, etc.) helping or hindering?
• Suggestions for better workflow optimization

4. Next Steps & Priorities (5 min)

• Immediate action items
• Assignments & deadlines in tracking tools

5. Closing & Efficiency Tips (3 min)

• Quick discussion on improving tool usage
• Confirm key takeaways & follow-ups

Template 19. Customer Feedback Review Meeting Agenda

1. Welcome & Meeting Objectives (5 min)

• Purpose of the review
• Key areas of focus (e.g., product, service, support)

2. Overview of Recent Feedback (10 min)

• Summary of customer feedback (positive & negative)
• Trends and recurring themes

3. Deep Dive into Key Issues (15 min)

• Major concerns or complaints
• Root cause analysis & impact on customer experience

4. Action Plan & Improvements (15 min)

• Proposed solutions & changes
• Prioritization & responsible teams

5. Next Steps & Follow-Ups (5 min)

• Assign action items & deadlines
• Plan for next feedback review session

Template 20. Sprint Planning Meeting Agenda

1. Welcome & Sprint Goals (5 min)

• Define the purpose and objectives of the sprint
• Align on key focus areas and priorities

2. Review Backlog & Prioritization (15 min)

• Go through the product backlog
• Select high-priority tasks for the sprint
• Estimate effort & assign story points

3. Task Breakdown & Assignments (15 min)

• Break down user stories into actionable tasks
• Assign tasks to team members
• Identify dependencies and potential blockers

4. Capacity Planning & Time Estimates (10 min)

• Assess team availability and workload
• Ensure realistic sprint commitments

5. Define Sprint Success Criteria (5 min)

• Clarify what a successful sprint looks like
• Set key performance indicators (KPIs)

6. Q&A & Final Adjustments (5 min)

• Address any team concerns
• Confirm sprint plan and kickoff details

Template 21. Lessons Learned Meeting Agenda

1. Welcome & Meeting Purpose (5 min)
Purpose of the meeting and key focus areas (e.g., project, process, or team performance).

2. Project/Task Overview (10 min)

• Brief recap of the project or task being reviewed
• Objectives and deliverables

3. What Went Well? (10 min)
Successes and positive outcomes. Strengths in teamwork, processes, and tools.

4. What Didn’t Go Well? (15 min)

• Challenges, roadblocks, and failures
• Root causes of issues encountered

5. Key Takeaways & Insights (10 min)
Lessons learned from both successes and failures. Identifying patterns or trends.

6. Actionable Recommendations & Next Steps (10 min)
Improvement suggestions for future projects. Action items and responsible team members.

7. Closing Remarks & Summary (5 min)
Recap of key lessons learned. Thanking participants and setting the date for follow-up review.

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