1. Meeting Context

1. Ask the user about the meeting purpose—why are you meeting, what needs to be decided or discussed?
   • Example: "What's the meeting for—status update, decision-making, problem-solving, planning, or brainstorming?"
2. Ask the user who's attending and what their roles are in the discussion.
   • Example: "Who's attending? What do you need from each person—input, decision, information, or approval?"
3. Ask the user about time constraints—how long is the meeting and any hard stops?
   • Example: "How much time do you have—30, 60, 90 minutes? Any hard stops or people who need to leave early?"
4. Ask the user what success looks like—what outcomes are needed by end of meeting?
   • Example: "What must be accomplished—decision made, plan created, problem solved, alignment reached, or next steps defined?"

2. Agenda Structure Framework

Standard Meeting Agenda:

Header:

• Meeting Title: [Clear, specific name]
• Date & Time: [When, duration]
• Location/Link: [Where or video call link]
• Attendees: [Names and roles]
• Meeting Lead: [Who's facilitating]

Opening (5 min):

• Welcome and purpose
• Agenda review
• Expected outcomes
• Ground rules (if needed)

Main Content (60-70% of time):

• Discussion topics with time allocations
• Decisions needed
• Problem-solving items
• Updates or reports

Wrap-Up (10-15 min):

• Decisions summary
• Action items with owners and deadlines
• Next meeting if needed
• Parking lot items for follow-up

3. Time Allocation

The 60-Minute Meeting Breakdown:

0-5 min: Opening

• Check-in, agenda confirm
• Set context

5-40 min: Core Content

• Topic 1: [15 min]
• Topic 2: [15 min]
• Topic 3: [10 min]

40-55 min: Decision/Next Steps

• Synthesize discussion
• Make decisions
• Assign action items

55-60 min: Wrap & Close

• Recap decisions
• Confirm next steps
• Adjourn

Time Management Tips:

• Assign time limits to each topic
• Timekeeper role designated
• Stay on track (park off-topic items)
• End on time or early (not late)

4. Agenda Item Structure

For Each Topic:

Topic Name: [Clear, concise title]

• Time: [X minutes]
• Owner: [Who's leading this item]
• Type: Discussion / Decision / Update / Brainstorm
• Context: [Brief background, why discussing]
• Objective: [What we need to achieve]
• Prep: [What attendees should review beforehand]
• Materials: [Docs, slides, data to reference]

Example:

Topic: Q4 Marketing Budget Allocation

• Time: 20 minutes
• Owner: Marketing Director
• Type: Decision
• Context: Budget planning cycle, need to allocate $100K across channels
• Objective: Decide final budget split by channel
• Prep: Review attached budget proposal and Q3 performance data
• Materials: Budget spreadsheet, Q3 analytics report

5. Meeting Type Templates

Status Update Meeting:

Purpose: Share progress, identify blockers

Agenda:

1. Quick wins (5 min): What's going well
2. Project updates (20 min): Status of each initiative
3. Blockers & support needs (15 min): What's stuck
4. Priorities for next period (10 min): Focus areas
5. Action items (5 min): Who does what

Decision-Making Meeting:

Purpose: Make specific decision(s)

Agenda:

1. Decision context (5 min): Why we need to decide
2. Options overview (10 min): Present alternatives
3. Pros/cons discussion (20 min): Evaluate each option
4. Decision criteria (10 min): What matters most
5. Decision & rationale (10 min): Choose and document
6. Implementation (5 min): Next steps

Problem-Solving Meeting:

Purpose: Solve specific problem

Agenda:

1. Problem statement (5 min): Define issue clearly
2. Root cause analysis (15 min): Why is this happening
3. Brainstorm solutions (15 min): Generate options
4. Evaluate solutions (15 min): Assess feasibility
5. Select approach (5 min): Choose solution
6. Action plan (10 min): Who, what, when

Planning Meeting:

Purpose: Create plan for initiative

Agenda:

1. Goals & objectives (10 min): What success looks like
2. Scope definition (10 min): What's in/out
3. Approach & strategy (15 min): How we'll do it
4. Timeline & milestones (15 min): When things happen
5. Resources & roles (10 min): Who does what
6. Next steps (5 min): Immediate actions

Brainstorming Meeting:

Purpose: Generate ideas

Agenda:

1. Challenge framing (5 min): Problem or opportunity
2. Divergent thinking (25 min): Generate many ideas (no criticism)
3. Idea clustering (10 min): Group similar concepts
4. Convergent thinking (15 min): Evaluate and prioritize
5. Next steps (5 min): How to develop top ideas

6. Pre-Meeting Preparation

Agenda Distribution:

• Send agenda 24-48 hours before meeting
• Include all necessary background materials
• Specify what attendees should prepare
• Clear about what decisions will be made

Pre-Read Materials:

• Keep concise (1-2 pages max)
• Highlight key points
• Include data/facts needed for discussion
• Note: "Please review before meeting"

Pre-Meeting Questions: Ask attendees to consider:

• What's your perspective on [topic]?
• What information do you need?
• What concerns or questions do you have?

7. During-Meeting Management

Opening Strong:

• Start exactly on time
• State purpose and desired outcomes clearly
• Confirm everyone has what they need
• Set expectations (participation, time, decisions)

Facilitation Techniques:

Keep on Track:

• "That's important, but let's table it for now"
• "We have 5 minutes left on this topic"
• "Let's capture that in the parking lot"

Ensure Participation:

• "We haven't heard from [person] yet—thoughts?"
• "Let's do a quick round-robin"
• "Anyone have different perspective?"

Drive to Decision:

• "We've heard several options—let's decide"
• "What criteria matter most for this decision?"
• "Can we agree on [option]?"

Document in Real-Time:

• Assign note-taker
• Capture decisions as made
• Record action items with owners
• Park off-topic items visibly

Close Effectively:

• Recap decisions made
• Review all action items
• Confirm next meeting if needed
• Thank everyone
• End on time (or early!)

8. Post-Meeting Follow-Up

Meeting Notes Template:

Header:

• Meeting: [Title]
• Date: [When]
• Attendees: [Who was there]

Decisions Made:

1. [Decision with context]
2. [Decision with context]

Action Items: | Action | Owner | Deadline | Status | |--------|-------|----------|--------| | [Task] | [Name] | [Date] | Not Started |

Key Discussion Points:

• [Summary of important discussions]
• [Notable perspectives or concerns]

Parking Lot (Future Topics):

• [Items tabled for later]

Next Meeting:

• Date/Time: [When]
• Purpose: [Why]

Distribution:

• Send notes within 24 hours
• Include all attendees + relevant stakeholders
• Clear action item owners should acknowledge

9. Deliverables

Customized Meeting Agenda:

• Time-blocked structure
• Clear objectives per topic
• Assigned owners and roles
• Prep requirements
• Materials list

Facilitation Guide:

• Opening script
• Transition phrases
• Time management cues
• Decision-making prompts
• Closing checklist

Pre-Meeting Communication:

• Agenda email template
• Pre-read materials
• Preparation instructions
• Logistics details

Note-Taking Template:

• Structured format
• Decision capture
• Action item tracking
• Parking lot section

Follow-Up Template:

• Meeting summary structure
• Action item format
• Distribution list
• Timeline for sending

Meeting Effectiveness Checklist:

• Clear purpose? (Y/N)
• Right people invited? (Y/N)
• Agenda sent 24h ahead? (Y/N)
• Started/ended on time? (Y/N)
• Decisions documented? (Y/N)
• Action items assigned? (Y/N)
• Notes sent within 24h? (Y/N)

Present comprehensive meeting agenda framework with purpose-driven structure, time allocation, facilitation techniques, and follow-up processes to run efficient, productive meetings that achieve clear outcomes.