May 2024


Staff Meeting Agenda Guide: Best Practices, Tips & Templates

Write better staff meeting agenda with these free templates, expert tips, and best practices that keep teams focused and productive.

Founder Associate

What Is the Main Purpose of a Staff Meeting Agenda?

As someone who's been in a lot (and I mean a lot!) of staff meetings, I've found that using a staff meeting agenda is super helpful. It helps me to keep my team all on the same page, stay focused, and make sure that we're making the most of our time.

Staff meeting agendas help us by;

  • Setting clear objectives
  • Prioritize important topics
  • Track progress on ongoing projects
  • Follow through on decisions made during the meeting.

So, if you want to make your next business meetings more productive and efficient, start using a staff meeting agenda!

But before we move on, do you want to fully automate your meeting agenda like this? If so, see how you can use templates in jamie to automate your meeting agendas.

fully automated meeting agenda template jamie

6 Best Practices for Staff Meeting Agendas

Now that we understand the importance and many benefits of using a staff meeting agenda, here are the 6 best practices that will help you create the perfect meeting agenda.

1. Identify Meeting Purpose

identify meeting purpose - meeting agenda

The first step in creating a staff meeting agenda is to clearly identify the purpose of the meeting. Ask yourself:

"What is the objective of the meeting?"

What do you hope to achieve by the end of the meeting? Without a clear purpose, meetings can quickly lose focus and become unproductive.

Before scheduling a staff meeting, ask yourself if it's really necessary. Can the same goal be achieved through other means, such as email or a quick team huddle? By being mindful of your team member's time, you can ensure that meetings are only scheduled when they are truly needed.

When you do decide to hold a meeting, do so with intention.

Communicate the purpose and goals of the meeting to your team in advance so that everyone comes prepared and is not confused, as 43% of the employees go through confusion due to unclear action items.

Make sure you first identify the purpose and keep the intent clear, this will help the team to prepare and ensure that the meeting is productive and that everyone is on the same page.

2. Structuring Your Agenda

Structuring your agenda

Once you have identified the purpose of the meeting, it's time to structure your agenda.

Start by listing the most crucial topics that need to be discussed. These should be the items that directly relate to the meeting's purpose and goals.

Here are some examples of items that might directly relate to the purpose and goals of a meeting:

  • Introductions/Greetings
  • Action items from the previous meeting
  • Discussion of the main topic
  • Decision making
  • Next steps

Organize topics in a way that makes sense and assign enough time for each item. Be clear about what needs to be done and assign deadlines to hold everyone accountable.

3. Schedule Realistically

Two frustrated employees at a conference table Text suggests the meeting could have been an email and is too long.

When it comes to scheduling staff meetings, it's important to be realistic. Consider;

  • The time needed for discussion,
  • The ideal meeting length,
  • And the attention span of the participants.
  • Avoid cramming too many topics into one meeting, as this can lead to rushed decisions.
  • Prioritize the most important topics and allocate sufficient time for each item.
  • If you have a lot of topics to cover, consider breaking them up into multiple shorter meetings.

Research shows that the most productive meetings are usually 30 minutes to an hour long. Anything longer than that can lead to decreased engagement and attention span. Because it has been proven that an attention span decreases to 64% by 45 minutes.

According to Dr. Sankalp Chaturvedi, Associate Professor of Organisational Behavior and Leadership at Imperial College London comments on what makes a good meeting:

“The secret of a successful and time-efficient meeting is preparation. The agenda mustn’t be too long. Otherwise, there’s a risk of spending too much time on the first items and later items are rushed. The agenda should be circulated well in advance, including the goals of what is expected from the meeting, and specific detail on the subjects and time allocation.”

4. Encourage Team Input

Two employees at a conference table. Text suggests they feel their ideas aren't valued during meetings. - staff meeting agenda

At the beginning of the meeting, I always make it clear that everyone's input is valued and that their opinions matter.

During the meeting, I ask for thoughts and ideas from my team members and create opportunities for brainstorming and collaboration.

By involving managers and everyone in the room in the decision-making process, we make better decisions and create a more inclusive meeting environment for employees. Remember, staff meetings aren't just about sharing information, but are also about fostering collaboration and teamwork.

5. Wrap-Up and Moving Forward

Two employees at a conference table. Text suggests the meeting ended without a clear plan or action items. Staff meeting agenda.

As the meeting comes to a close, it's important to reserve time to reflect and wrap up the last meeting. This allows you and your team to debrief and discuss any action items that need to be taken for the next steps.

Reserve a few minutes at the end of the meeting to reflect on what was discussed and any decisions that were made. This helps the managers to ensure that everyone is on the same page and that there are no misunderstandings. If you want to automate the process of sending out meeting notes, all the action items, and decisions, you can simply use jamie. This way, everything will be transparently shared with all the attendees.

6. Share the Agenda Ahead of Time

Two employees at a conference table. One reads an agenda with a satisfied look while the other smiles confidently. Text suggests they feel prepared for the meeting because they received the agenda beforehand

By providing your staff members and executive team with the agenda in advance, you allow them to come prepared and think about the topics and talking points that will be discussed. It helps to set expectations and keeps everyone on the same page.

What to Include in a Staff Meeting Agenda?

Now that we have covered the best practices for creating a staff meeting agenda, let's take a closer look at the key components that should be included in your own meeting agenda templates too.

1. Meeting Details

The meeting details section should provide basic information about the meeting, such as;

  1. The title of the meeting,
  2. Date,
  3. Time,
  4. Meeting duration and,
  5. Venue/ Application Used (Google Meet, MS Teams, Zoom etc).

This helps to ensure that everyone knows when and where the meeting will take place and how much time to allocate for it.

2. Clear and Specific Titles

You should include clear and specific titles for each agenda item. This helps to provide structure and ensure that everyone is aware of what will be discussed. Avoid vague or general titles and be specific about the topics that will be covered.

For example, instead of;

  1. Sales Discussion -----> Review Q1 Sales Figures and Trends
  2. Marketing Ideas -----> Marketing Strategies for [New Product Name] Launch
  3. Project Update ------> Finalize Project Budget and Timeline
  4. Vendor Meeting -----> Decision on Vendor Selection for Software Implementation
  5. Policy Update -------> Team Training on New Company Policy

3. Meeting Objectives

For each agenda item, consider including expected outcomes. What do you hope to achieve by discussing this topic? This helps to keep everyone focused and provides a clear direction for the discussion.

Pro Tip: If applicable, you can also include the names of presenters or discussion leaders for each agenda item. This helps to assign responsibility and ensures that someone is prepared to lead the discussion.

For example:

Review Q1 Sales Figures and Trends (Discussion Leader: Sarah Jones)

This lets everyone know Sarah is prepared to guide the discussion points and conversation and answer questions.

4. Action Items

Finally, don't forget to include action items in your agenda. These are the tasks that need to be completed as a result of the meeting. Be clear about what needs to be done, who is responsible, and when the task should be completed. This helps to ensure that decisions made during the meeting are followed through and that progress is made on ongoing projects.

For example;

Brainstorm Marketing Strategies for New Product Launch (Action Items):

  • Sarah Jones to draft a preliminary marketing plan (due May 3rd).
  • Team to provide feedback on the plan by May 10th.

9 Printable Meeting Agenda Templates!

Having a well-structured agenda is key to a productive staff meeting. That's why I've put together a list of 9 printable meeting agenda templates that will get your meetings on track.

9 meeting agenda template free download

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Whether you're organizing a board meeting, team meeting, or training session, these templates will help you cover all the essential topics and manage meeting time effectively. So, you can spend less time in never-ending meetings and more time on meetings that actually matter!

1. Board Meeting Agenda Template

A board meeting is when people come together to decide things for an organization. To make sure the next meeting goes well, you need a board meeting agenda template. This free meeting agenda template helps you plan your board meeting. It covers important agenda topics, like money reports, planning, and rules. You can download it below for free.

board meeting agenda template overview

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2. Team Meeting Agenda Template

Having a team meeting agenda helps set clear objectives, defines discussion topics, and includes action items and follow-ups to ensure effective business decision-making.

team meeting agenda template overview - staff meeting agenda

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3. Conference Meeting Agenda Templates

Conferences are events where professionals share their knowledge. A good conference agenda is important to make the event successful. Conference agenda templates help plan sessions, workshops, and other activities. They allocate time for speeches, discussions, and interactive sessions, making it easy for attendees to participate.

conference meeting agenda template

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4. Formal Meeting Agenda Template

If you want to have a serious and productive formal meeting, it's helpful to have a plan. A formal meeting agenda template can help you with that. It includes sections for things like introductions, reviewing previous meeting notes, and discussing important topics. There's also space to write down decisions and tasks to be done. By using this template, you can make sure everyone stays on track and your meeting is successful.

formal meeting agenda template overview

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5. Project Meeting Agenda Template

Project meetings are important for keeping everyone on the same page and making progress. To ensure that your next meeting is productive, you can use a project meeting agenda template. This meeting agenda template helps you plan the meeting and encourages teamwork and creativity. So, by using this free meeting agenda template, you can make sure that your meeting is effective and achieves its goals.

project meeting agenda template overview

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6. Training Meeting Agenda Template

A well-structured agenda is key to conducting engaging and informative training sessions. To achieve this, I recommend using a training meeting agenda template that includes the necessary sections such as setting learning objectives, delivering content, and conducting interactive activities.

training meeting agenda template overview

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7. Weekly Meeting Template

Weekly meetings are an opportunity for team members to align their efforts and plan for the week ahead. The weekly meeting template provides a framework for reviewing the progress of ongoing projects, discussing upcoming deadlines, and addressing any challenges.

weekly meeting agenda template overview

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8. Committee Meeting Agenda Template

Committee meetings bring together individuals with specialized expertise to discuss specific issues or projects. The committee meeting agenda template helps you structure the meeting by including sections for reviewing previous meeting minutes, discussing agenda items, and assigning tasks.

committee meeting agenda template overview

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9. 1:1 Meeting Agenda Template

One of the most important meetings you can have as a manager or team leader is a 1:1 meeting with your team members. This meeting is an opportunity to provide feedback, discuss goals, and address any concerns or challenges. To make the most of your 1:1 team meetings, it's essential to have a clear agenda. The 1:1 Meeting Agenda Template allows you to outline the topics you want to cover and set goals for the meeting.

1:1 meeting agenda template overview

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Download Our Free Printable Meeting Agenda Templates

download our free printable and editable metting agenda templates

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Best Practices for Staff Meeting Agendas (Key Points)

  1. Set a clear goal for the meeting to keep everyone focused.
  2. List key topics and allocate realistic discussion times.
  3. Aim for 30-minute meetings to maximize attention spans.
  4. Encourage participation and ideas from your team.
  5. Summarize key points and assign clear action items.
  6. Send the agenda beforehand so everyone comes prepared.

Message From the Author

I'm so thrilled that you've made it to the end of this article about staff meeting agendas!  (I feel like I should throw some confetti or something to celebrate)

I really hope that you found this article useful. Meetings can be such a drag, but with a well-planned agenda, they can become a valuable tool for collaboration and project success.

If you enjoy writing your own meeting agendas, I highly recommend downloading our free eBook, "9 Meeting Agenda Templates." It's filled with helpful strategies and templates that will make your job a lot easier. And if you prefer a more automated approach, then jamie, your intelligent meeting assistant, is ready and waiting to help.

Simply download the app and let jamie handle the rest. Trust me, it's a game-changer! Thanks again for reading, and here's to more productive and enjoyable meetings in the future.🥂

How jamie Can Help With Meeting Agendas and Editing

never take meeting notes again with jamie, it can automate meeting recordings, automate summarization, customizable meeting templates, calendar integration and reminders, secure sharing and collaboration, flexible billings and plans. - meeting agenda

With jamie, you can easily streamline your meeting process by adding your agendas as templates. Once your agenda is added, jamie will generate custom-made meeting minutes that are tailored to your specific agenda. This helps you capture all the important points discussed during your meeting, without having to worry about taking notes. With jamie's help, you can focus on the discussion at hand and leave the minute-taking to the jamie!


How To Ask For Agenda Items for a Meeting

I found a few tips that could be helpful (because let's be honest, our meetings can be a bit of a snoozefest).

  1. Send a reminder email
  2. First, we can send out a friendly reminder email a few days before the meeting asking for agenda items. That way, we can make sure that all the important topics are covered
  3. Create an online form
  4. Second, we can create an online form or survey using tools like Google Forms or Microsoft Forms to collect all the agenda items in a structured manner
  5. Encourage open communication
  6. Lastly, let's encourage open communication and create an environment where everyone feels comfortable sharing their ideas

By implementing these strategies, we can make our team meetings and new business meetings more productive and efficient (and hopefully a bit more fun too).

How To Conduct a Staff Meeting

  1. Set a clear objectives: First things first, make sure you set a clear objective. This will help focus the discussion and keep the meeting on track. You don't want everyone to show up and feel like they're wasting their time, (unless you're secretly trying to get everyone out of work for a little while - in that case, carry on).
  2. Create an agenda: Next, create an agenda that's well-structured and easy to follow. Outline the topics to be discussed, along with the allocated time for each item. Share the agenda with all meeting participants before the meeting to allow them to come prepared.
  3. Encourage active participation: Create an inclusive environment where everyone feels comfortable sharing their thoughts and ideas. Encourage active participation by asking open-ended questions, seeking input from different team members, and allowing for discussions and debates, because we all know there's nothing worse than a meeting where no one says anything. (Well, maybe a meeting where everyone talks too much and you don't get anything done, but you get the point).
  4. Manage time effectively: Time management is key here, so make sure you allocate specific time slots for each agenda item and use visual cues, such as a timer, to keep everyone aware of the time remaining.
  5. Take detailed meeting notes: And lastly, take detailed meeting notes and document key decisions, action items, and follow-up tasks. Share the notes with all participants using a collaborative note-taking tool or by assigning someone to do it. (uhm...download jamie...it will do all these for you!)

By following these tips, your staff meetings should be much more productive and enjoyable. Good luck!

How Often Should Staff Meetings Be Held

How Big Is Your Team?

First of all, the size of your team matters. If your team is as big as a football team, then you might need to have meetings more often to make sure everyone is on the same page. On the other hand, if your team is small, then you probably don't need to waste everyone's time with too many meetings. 

How Much Is the Workload/Projects?

Next, the workload and projects your team is handling can also affect how often you should have meetings. If you're juggling multiple projects, then it might be helpful to have more frequent meetings to keep track of everything. But if you're only working on one project, then fewer meetings might be necessary. 

Preferred Communication Method

The communication culture of your company is another thing to consider. If the company's communication culture is everyone is used to having regular meetings and finds them helpful, then keep doing what you're doing. But if your team prefers to communicate through carrier pigeons, then maybe you don't need as many meetings. (Just kidding about the pigeons, but you get the point.)

How Available Is Your Team?

Lastly, availability is key. If everyone is always out of the office or you can never find a time that works for everyone, then maybe you need to explore alternative communication methods. (But please don't suggest smoke signals. We're not living in the Stone Age.)

In the end, it's all about balance. You don't want to have too many meetings and waste everyone's time, but you also want to make sure everyone is on the same page. So, assess every team member's needs regularly and adjust the frequency of meetings as necessary. And if all else fails, just bribe every team member with donuts. It works every time.

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