Category

Pick a topic

How team meeting agendas can empower employees (+ 2 free templates)

Ring Central Blog

Share

URL copied
7 min read

Unorganized meetings do more than drain our lives away a minute at a time—they also waste billions of dollars. In the U.S. alone, poorly organized meetings cost $399 billion each year in lost productivity.1 That’s not the surprising part, either.

What’s surprising is that the cost isn’t higher. According to data compiled by meeting software company Attentiv, 63% of meetings don’t have an agenda.2 That makes learning how to write a team meeting agenda one of the simplest ways to recover all that lost productivity.

The rise of remote work makes it even more important for leaders to know how to compile an effective team meeting agenda. Luckily, writing an agenda that recovers lost productivity and helps remote team members meet the challenges of working from home is a skill anyone can master. And here’s how.

In this post, we’ll look at:


🌟 Empower employees with our set of 5 free meeting agenda templates—each one tailored for a different type of meeting.

👀 Grab your free meeting agenda templates.

Enjoy!



What makes for a good meeting agenda?

A good, well-structured team meeting agenda does three things. First, it establishes the need for a meeting and the desired outcome. Second, it respects everyone’s time by clearly defining what’s needed from them. Third, it creates a closed communication loop, so everyone feels confident about next steps.

These qualities of a good meeting agenda benefit everyone, but they especially help remote team members. Here’s how a team meeting agenda helps address the challenges of remote work:

By knowing the basic elements of an effective meeting agenda and having solid templates to start from, any team can quickly write agendas that deliver the above benefits.

meeting value calculator
How to write an effective meeting agenda in 3 steps

Keep these three goals in mind, and you’ll write meeting agendas that consistently engage your team during meetings and set them up for success:

  1. Be clear on what you need from everyone.
  2. Factor remote realities into the agenda.
  3. Prioritize takeaways and next steps.

Let’s unpack each of these steps in greater detail.

1. Be clear on what you need from everyone

An effective team meeting agenda is active, not passive. It goes beyond listing discussion and presentation points to also define how everyone should contribute to the meeting. In fact, outlining clear actions for attendees to take is one of the best ways to conduct a successful meeting.

Consider that in Doodle’s state of meetings report 2019, 44% of workers said unorganized meetings prevented them from getting other work done.5 On top of that, 43% said unclear meeting actions left them confused about what they were supposed to do:

doodle findings on disorganized meetings

Here are three easy ways your agenda can help avoid this confusion.

  1. Define what team members should prepare for the meeting—for instance, their thoughts on a design mockup or ideas to improve sales numbers next quarter.
  2. Set expectations around how much time preparations should take. For example, spend no more than an hour reviewing last quarter’s business reports.
  3. Link or attach to the agenda that should be reviewed prior.

Also, remember to send the agenda far enough in advance that people have time to prepare. Consider 24 hours a minimum, and ideally, send your meeting agendas at least several days ahead of time.6

2. Factor remote realities into the team meeting agenda

The rules and courtesies of in-office meetings change when applied to remote teams. People will be late on occasion. They’ll want to socialize, too, given working from home means less interaction than at the office. All of this is okay. Instead of fighting it, leverage it.

As digital adoption platform Whatfix points out, a remote team meeting is also a team-building activity.7 It’s one of the few times remote team members get to socialize, so make that part of the meeting agenda. Set aside the first five minutes, for example, for an icebreaker session.

Also, understand that video is a powerful meeting and collaboration tool. But like messaging and phone calls, you’ll need to use video calls for the right message at the right time. Combat video fatigue by keeping meetings short, or look for spots to add breaks into the agenda.

And be compassionate when people are late, especially when they need a breather after coming from another video meeting. This is another reason to start with an icebreaker session—it gives everyone a buffer if they need it.

3. Prioritize takeaways and next steps

Just like your team meeting agenda should clarify what everyone needs to prepare and how they should contribute, it should also set up clear actions for everyone to take afterward. Dedicate the last 5–10 minutes for the team to identify next steps, update relevant projects, and document internal knowledge together. When teams define next steps together during a meeting, they often discover information worth documenting on your internal and external knowledge bases:

company knowledge base example

By creating clear next steps together, teams tame the ambiguity that would cost them hours in lost productivity. As Harvard Business Review reports, most of us respond negatively to uncertainty,8 and Psychology Today sheds light on why: those with a low tolerance to ambiguity see it as threatening and stressful, leading to feelings of being overwhelmed.9

But the benefits of teams defining next steps together go beyond reducing ambiguity, especially for remote workers. In-meeting collaboration like this builds team engagement, and according to a meta-analysis from Gallup, better team engagement translates to higher productivity and fewer mistakes.10


How to structure your team meetings: Start with these 2 free meeting agenda templates

Want a head start on writing organized meeting agendas that make everyone feel empowered and productive? Copy and paste these free meeting agenda templates. Each one covers a common type of remote meeting that you can tailor to your team’s needs.

1. Weekly one-on-one remote meeting agenda

Regular check-ins with individual team members ensure that everyone receives individual attention. As Natalie Onions, director of customers at Customer.io told Vitally, “When you’re not physically together as a team, you can’t see when someone has piles of work on their desk or see the look on their face through the day.”11

“When you’re not physically together as a team, you can’t see when someone has piles of work on their desk or see the look on their face through the day.” – Natalie Onions, director of customers at Customer.io12

Copy and paste this team meeting agenda for 30-minute one-on-ones with remote employees.

Weekly 1:1 agenda:

What to prepare:

Resources:

new event in ringcentral app

💡 Pro-tip: 

In a 30-minute agenda, fill it up only with 25 minutes of discussion. Leave a buffer so that if one part of the agenda runs long, or one of you gets stuck in another meeting, you still have enough time. An extra five minutes comes in handy for those scenarios, and there’s certainly nothing wrong with ending a meeting early.

2. Weekly or monthly remote team meeting agenda

Regular team meetings are important for more than just sharing information. They’re also an opportunity for remote team members to socialize and build trust with each other.

Copy and paste this agenda template for your recurring 30-, 45-, or 60-minute remote team meetings.

Team meeting agenda:

What to prepare:

Resources:

Write team meeting agendas that make your remote employees productive and engaged

Fast-growing companies know that effective meetings are a differentiator. Imagine your teams looking forward to what they can accomplish in every meeting. Picture new remote employees feeling like part of the team so quickly that they regularly post on LinkedIn about how empowering it is to work for you.

Learning to write an effective meeting agenda is one of the easiest ways to get started. By using the above team meeting agenda templates and connecting your employees with a communications platform built for remote collaboration, you’ll build a team that knows what’s expected of them and is ready to take action.

 

 


1, 5meeting-report.com/financial-impact-of-meetings/0

2attentiv.com/america-meets-a-lot/

3zapier.com/blog/remote-work-challenges/

4medium.com/swlh/the-five-levels-of-remote-work-and-why-youre-probably-at-level-2-ccaf05a25b9c

6thebalancecareers.com/how-to-develop-an-effective-meeting-agenda-1918731

7academy.whatfix.com/remote-team-communication/

8hbr.org/2017/03/how-to-keep-your-team-focused-and-productive-during-uncertain-times

9psychologytoday.com/us/blog/our-innovating-minds/201712/ambiguity-work-friend-foe-or-bit-both

10gallup.com/workplace/236468/moneyball-business-employee-engagement-meta-analysis.aspx

11, 12vitally.io/blog/posts/four-tips-from-the-experts-to-lead-your-customer-success-team-remotely

Originally published Sep 26, 2020, updated Jun 23, 2021

Up next

Small business, SMB customer experience, SMB productivity

Attract new customers: 7 ways to do it without giving away free stuff

Whether you just launched your business or are growing your business, one important must-do is to get new customers. But no matter how great your product or service is, it’s the “getting yourself out there” part of the process that is often most difficult—especially when you have a limited budget and are pressed for ideas. ...

Share

URL copied

Related content

Small business, SMB communication, SMB productivity

3 Ways Free File Sharing Makes Your Team More Productive

Small business, SMB communication, SMB productivity

4 cool ways to use file sharing in your RingCentral app

Small business, SMB communication, SMB mobility

The best collaboration software for efficient remote teams

Before you go...
Get our very best content for free and start working better from anywhere
You’re in! Thanks for signing up. Keep an eye out for our emails in your inbox.
Get the Remote Work Playbook
Everything you need to know in one place
Get the 2021 State of Hybrid Work Report
Learn how businesses are managing a partially remote workforce
You’re in! Thanks for signing up. Enjoy your copy of the Remote Work Playbook.