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All Hands Meeting Agenda

  • Intro

  • Key metrics Show your North Star metrics or the OMTM (one metric that matters) and how the numbers are tracking toward your quarterly and annual goals.

  • Product updates Focus on new features, upcoming launches, and roadmap updates.

  • Special topic (optional) If needed, take this time to present things like new company policies, values, launches, or strategies.  

  • Talent & people updates Update the team on new hires, promotions, and open roles.

  • Shoutouts  We recommend creating a Slack “shoutouts” channel and pulling from there. Encourage the person who made the shoutout to publicly announce it.

  • AMA Send out a Google form before the meeting so people can anonymously populate questions. You can also answer questions live during the meeting. 

Company meetings


All Hands meeting template

Use this easy-to-follow agenda to give your team all the essential updates — it’s what we use at Vowel!

Client Check-In Meeting Agenda 

Updates from client
Updates from agency/consultant
Performance and metrics review
  • [campaign or deliverable 1]

  • [campaign or deliverable 2]

Budget review
Action items + deadlines

External meetings


Client check-in meeting template

An agenda template for agencies or consultants who have regular check-in meetings with their clients.

Sprint Retro Meeting Agenda

1. Set the stage

Purpose: Focus: Length of meeting: 

  • Create or use a working agreement (spend no more than 15 minutes)

  • Review the improvements or experiments from the past Retrospective

  • Warm-up and do a quick check in (can use an ice-breaker)

2. Gather and share data Start with the hard data: events like changes in the team or milestones, metrics like velocity, throughput, etc. Create a timeline of events from the team’s input. Then ask the team to interpret the data and comment on it.

3. Generate insights What helped the team succeed and what brought them down? Let any team members share their insights, or use a model like “stop-start-continue.” 

4. Decide what to do next After seeing the big picture, let the team group the post-its per topic and vote on the most important ones. Then plan experiments and actions to take in the next sprint.

5. Close the retrospective Gather feedback at the end of the meeting and assign action items. 

Source: Maria Chec

Agile meetings


Sprint retro meeting template

Bring your team together to reflect in a meaningful way with this sprint retro meeting agenda.

Leadership Team Meeting Agenda

1. Begin by sharing something good. (What’s something you’re proud of/happy about/want to share? Personal or professional) 

2. Check in on accountabilities. (How have things progressed since we last met? Show related dashboards and scorecards.)

3. Discuss what’s on the horizon(In the next 90 days, what do we need to be aware of?)

4. Share the “headlines.”(What’s happening with our customers and employees that we need to be aware of?)

5. Revisit and add to the “issues list” (What are opportunities for problem-solving? What could we make better?) 

6. Share learning and development. (optional) (What’s something you’ve learned recently? What skill are you developing and how are you applying it?) 

7. Define action items on to-do lists.(What are the action items people are agreeing to do?) 

 8. Rank the success of the meeting. (On a 10-point scale, how did we as a team do on this meeting today? What could I/we do better next time?)

Source: Shawn Kent Hayashi

Team meetings


Leadership team meeting template

A “standing agenda” for high-performing leadership teams who want to face challenges head-on.

Design Review Meeting Agenda

Pre-Meeting: Send email or update the calendar invite with an outline of the meeting and links to the designs. 


1. Go over designs for [XX]

2. Need feedback: Are we meeting the requirements of the project? AND Which option (A, B, or C) is better, based on usability and feasibility?

3. Next steps (5-10 minutes) 

  • Action item 1

  • Action item 2

Design meetings


Design review meeting template

An easy-to-follow agenda for effective design reviews that end with clear next steps.

Engineering Weekly 1-1 Meeting Agenda

1. What’s top of mind?




2. Things that went well? 




3. Learnings




4. Priorities until we meet again 




5. Challenges and blockers 




6. Feedback 




7. Action items 




Source: Candost Dagdeviren

1-1 meetings


Engineering weekly 1-1 meeting template

A flexible agenda that’s easy for engineering leads and team members to scan and reference.

Project Retrospective Meeting Agenda 

1. Set the stage (5 minutes) Acknowledge your team, provide an on-ramp & establish context and boundaries. Add context for your team to understand the purpose of the meeting.

  • What are your goals?

  • Why are they fitting?

  • Are you reviewing an entire project?

  • Just the last sprint?

2. Gather data (10 minutes) The goal is for the team to collect specific types of ideas and observations about the project along the lines of:

  • What are we doing well?

  • What are we not doing well?

  • What have we learned?

  • What fell short?

3. Brainstorm ideas (5 minutes) Dig for the root cause for the concerns.

  • Why are we doing x well?

  • Why are we not doing y well?

  • Why were we able to learn from x?

  • Why did y fall short?

4. Pick a solution (5 minutes) Enlist the help of your team and have a vote (can be anonymous if preferred) to choose 2-3 top solutions. Then, review them as a team and assess their feasibility!

  • What changes need to be made to implement a solution? 

  • Do they over-extend the team’s ability to adapt?

5. Conclude with purpose (5 minutes)

  • Meeting summary: Distill all findings from the session into a few key takeaways.

  • Action items: Make your descriptions of action items as specific as possible, including clear steps, owners, and deadlines. 

  • Methods of measurement: Lay the groundwork to measure the results of your actions.

Source: Marie Prokopets

Project meetings


Project retrospective meeting template

A project retrospective meeting template that finds the balance between structure and freedom.

Project Check-In Meeting Agenda

[Project Meeting Name]

Date & Time: 



A full list of people attending the meeting

  • Person 1

  • Person 2

  • Person 3


A concise and straightforward statement that describes the overall goals of this meeting. This includes mentioning the meeting’s topic, the decisions that are likely to be made and how would the outcome of the meeting impact the rest of the project. 


  • [Time interval 1]: [Covered topic 1], [Person responsible, where applicable]

  • [Time interval 2]: [Covered topic 2], [Person responsible, where applicable]

  • [Time interval 3]: [Covered topic 3], [Person responsible, where applicable]

  • [Time interval 4]: [Covered topic 4], [Person responsible, where applicable]

Additional notes:

Any other additional information that attendees need to know


Any documents that are needed during the meeting

Team meetings

Project check-in meeting template

A concise round-the-table project check-in for productive teams.

Project Kickoff Team Meeting

1. Introduction Introduce yourself and the team.

  • Team Introduction 1

  • Team Introduction 2

2. Project goal and background  Explain why the project was initiated and what it’s supposed to deliver. You may have to dive a bit into history and give context so that people fully understand the project goal. 

  • Why was the project started? 

  • What does the company expect from this project?

3. Project scope  Project scope is the sum of things a project is going to take care of. This includes project-related tasks (e.g. write a piece of software), specific deliverables (e.g. a training plan) and defined outcomes (e.g. all staff is trained).

  • What are you going to deliver?

4. Project organization

  • Who is going to be involved?

5. Timeline Explain your approach on the timeline.

6. Roles and Responsibilities What are the roles and duties of team members?

7. Teamwork and organizational topics  How is the team going to work together?

8. Next Steps  What are the next activities on the timeline?

9. Q&A 

Source: Adrian Neumeyer

Project meetings

Project kick-off meeting template

A detailed project kickoff meeting agenda designed to motivate the team and delegate responsibilities.

Market Research Call Agenda (30 minutes)

Background information (5 minutes) 
  • Describe how your team is structured.

  • Tell me about your personal job responsibilities. 

  • What are the team’s goals and how do you measure them? 

  • What has been your biggest challenge in the last year? 

Awareness (5 minutes)
  • Think back to when you first realized you needed a [name the product/service category, but not yours specifically]. What challenges were you facing at the time? 

  • How did you know that something in this category could help you? 

  • How familiar were you with different options on the market? 

Consideration (5 minutes) 
  • What was the first thing you did to research potential solutions? How helpful was this source? 

  • Where did you go to find more information? (more questions if needed)

  • How did you find that source? 

  • How did you use vendor websites? 

  • What words specifically did you search on Google? 

  • How helpful was it? How could it be better? 

  • What provided the most (and least) helpful information? What did that look like? 

Decision (10 minutes)
  • Which of the sources you described above was the most influential in driving your decision? 

  • What, if any, criteria did you establish to compare the alternatives? 

  • What vendors made it to the short list and what were the pros/cons of each? 

  • Who else was involved in the final decision? What role did each of these people play? 

  • What factors ultimately influenced your final purchasing decision? 

  • What would your ideal buying process look like? How would it differ from what they experienced? 

  • Allow time for further questions on their end. 

  • Don’t forget to thank them for their time and confirm their address to send a thank-you note or incentive. 

Source: Hubspot

External meetings

Market research call template

A set of questions for conducting market research calls with customers or prospective buyers.

Coaching Session 1-1 Agenda

1. Establish Coaching Agreement

  • What is the issue/goal you’d like to focus on today? 

  • What is important about this for you?

2. Set the Goal or Outcome for the Session

  • How will you know you achieved what you want to accomplish today? 

  • What will that look like or feel like? (subjective or objective) 

  • Where are you now regarding what you wanted to achieve today?

3. Coach the Client (Exploration)

  • What is the BEST solution for you in this situation?

  • What changes or differences might you or others notice?

4. Identify and Commit to Action

  • What might get in the way of accomplishing this? 

  • How will you support your commitment to this action?

5. Record Key Outcomes 

  • What are your take-aways from this session? 

  • What new awareness or learning happened today? 

  • How will this support you going forward?

6. Set Accountability 

  • How will you hold yourself accountable to the goal(s) you set today? 

  • How can I partner with you to enhance your accountability? 

Source: International Coaching Academy

External meetings

Coaching session meeting template

Help someone define their goals and work through blockers with this focused list of coaching questions.

Freelancer Onboarding/Kick-Off Meeting Agenda

1. Introductions Introduce relevant team members to the freelancer so they understand their role in the company. Ask the freelancer to give a quick intro to build trust.

2. Goals Review the goals of hiring the freelancer and what KPIs they’ll be meeting or helping your team meet. 

  • Goal 1 

  • Goal 2 

  • Goal 3 

3. Tools overview Help the freelancer get set up on the tools they need, providing logins or email invites before the meeting if possible.

  • Tool 1

  • Tool 2 

  • Tool 3

4. Processes overview Walk the freelancer through the processes that they’ll be a part of to give them context on their role and their deliverables.

5. Communication Cover the best ways for the freelancer to communicate with you and the team if they have questions or need information — e.g. Slack, email, weekly calls? — and share key contacts. 

  • Project updates:

  • Questions:

  • Deliverables:

6. Questions + next steps


External meetings

Freelancer onboarding/kick-off meeting template

Use this template to onboard new freelancers, give them clarity, and help them deliver great work.

Customer Check-In Meeting Agenda 

Welcome + Goal
Project Status 
  • Updates - Summarize 1-5 updates here with 1-3 bullet points each

  • Timeline - Include high-level deadlines/milestones (if applicable) 

Training or Product Updates 
  • Add any notes about training or product updates

Action Items 
  • Include the name of the person responsible, the task, and the due date. 

Summarize & Commit
  • Call back to the goal of the meeting to show how together you have achieved the goal.

Source: Hubspot

External meetings

Customer check-in meeting template

A customer check-in meeting agenda for account managers to keep projects and milestones on track.

Sprint Review Agenda

1. Set the stage for the meeting

  • If there are any new participants, give a short introduction before you begin.

  • What was concluded in the last review? What are the goals for this review?

2. Share an overview of the completed tasks

  • What tasks got completed?

  • How do these tasks relate to your overall sprint goal?

3. Demo and review of value delivered The development team shows a working model of their product to the audience. 

  • Is the product functional?

  • Can you demonstrate its business value?

4. Feedback from stakeholders on product increment Stakeholders assess the presentation against the original sprint goal and provide any feedback they have.

  • Did the increments meet the users needs? 

  • Did it create value? 

  • Did it account for internal dependencies and improved functionalities?

5. Share what’s planned for the next sprint The product owner announces the focus of upcoming sprints and accepts input on what to prioritize going forward.

6. Celebrate the end of the sprint The meeting comes to a close with informal chats and appreciation for work done.

Source: Adapted from OeLean

Agile meetings

Sprint review meeting template

A meeting agenda for teams who have regular sprint review sessions.

OKR-Setting Meeting Agenda - Part 2 (Key Results) 

1. Recap of objectives agreed in previous session (10 minutes) Give the group time to discuss via a round-table the objective(s) they agreed in the last session. Has anything changed?  

2. Setting the key results (50 minutes) First ask the group to form their checklist for what makes a good key result (e.g. quantifiable, measurable by a specific metric, can be an activity, etc.). Then ask the group to list every possible way to measure the objective(s) they agreed to in the last session. For more context and direction, see the original source of this agenda below. 

  • Objective 1: What are the key results? 

  • Objective 2: What are the key results?

Team meetings

OKR-setting meeting template, part 2 (key results)

An agenda template to help you and your team set the “key results” part of OKRs.

Project Proposal Meeting Agenda

1. Define the problem

  • What’s the problem your project is trying to address? 

  • Why is it a problem? 

  • Why is it worth solving? 

  • Make your audience see the problem the way you see it

2. Present your solution

  • How will your project solve the problem? 

  • Why is your solution the better option over other similar solutions? 

  • Discuss why other solutions won’t work for the situation.

3. Define your deliverables and success criteria Provide a picture of the functions and attributes of the deliverable, plus how to know if the project is successful. 

  • Deliverable 1

  • Deliverable 2

4. State your plan  Start with an explanation of the approach and why it’s relevant and effective. Also, this section explains how problems will be managed. 

5. Outline your schedule and budget Break down project costs and detail how you will meet deadlines.

6. Tie it all together + discussion End your proposal with a conclusion that briefly summarizes the problem, solution, and benefits. 

  • Problem: 

  • Solution:

  • Benefits:

  • Questions? 

7. Next steps 

  • Action item 1

  • Action item 2

Source: The Blueprint (Maricel Rivera)

Project meetings

Project proposal meeting template

A blueprint for presenting a project proposal that will get key stakeholders on board.

First-time 1-1 Meeting Agenda

Remote work (if applicable)
  • Have you worked remotely before? If so, for how long?

  • What about our remote practices do you want to learn about?

  • Would you like to address any particulars from our team wiki or the onboarding documentation?

Communication and collaboration tools and processes
  • What's your preferred method of communication?

  • What do you like and dislike about communication and collaboration processes you've used until now?

  • How often would you like to get feedback?

  • What are your preferred methods of feedback? Personal, group, email, Slack, etc?

  • What about recognition?

Career development
  • What are your 10-year goals?

  • What are your immediate 30-day goals?

  • What are your goals and objectives for the next 6 months?

Meeting expectations
  • What are your expectations from the 1:1s going forward?

  • How often would you like to have 1:1s?

Questions to build relationship
  • What are your hobbies? What do you do on the weekends?

  • What do you do to celebrate the small wins?

  • What do you do to fully disconnect at the end of the day?

Next steps and action items

For [name] [role]
  • [ ] Action Item 1

  • [ ] Action Item 2

For [name] [role]
  • [ ] Action item 1

  • [ ] Action item 2

Source: Hatica

1-1 meetings

First-time 1-1 meeting template

A “get to know you” agenda template for that very first one-on-one meeting with a new employee.

Effective 1-1 Agenda

1. What’s on your mind this week?

2. How happy were you this past week?

3. How productive were you this past week?

4. What feedback do you have for me? 

Source: Radical Candor

1-1 meetings

Effective 1-1 meeting template

A straight-to-the point set of questions for check-ins between managers and their direct reports.

Weekly Check-in 1-1 Agenda

How are you feeling this week?

How are your key projects going (pick 1-3)? Anything I can help with or give feedback on? 

What are you hoping to accomplish this week? Is there anything you anticipate getting in your way? 




Let’s check in on your quarterly OKRs/learning and development plans/career direction. Note: You can rotate this last question to touch on one of these points once a month, to ensure your employee feels heard. Give more time and notice for career development discussions, as these generally require more prep.

Is there anything else you want to discuss? Any feedback for me? 

1-1 meetings

Weekly check-in 1-1 meeting template

A focused agenda for weekly check-ins between managers and direct reports.

Career Development 1-1 Meeting Agenda

What would you like to accomplish this year?  

Are there any projects you’d like to implement, expand, or join? 

Do you think any of your current duties could benefit from additional resources or training?

What professional job or career growth goals do you hope to achieve within three years? 

What additional support can this organization provide so that you can accomplish these goals?

1-1 meetings

Career development 1-1 meeting agenda

A 5-question agenda template that sets the stage for productive career development discussions.

Manager Transition 1-1-1 Meeting Agenda

  • Introductions and reason why the manager transition is happening.

  • Review most recent performance evaluations, OKRs, and goals.

  • Share any additional feedback since recent reviews.

  • Are there any follow-on 1-1-1 transition meetings needed?   

1-1 meetings

Manager transition meeting template

Manager transitions happen — use this template to make sure employees are part of the handoff conversation.

Weekly Team Meeting Agenda 

5 minutes: Share good news

10 minutes: The priorities Review the status of pre-set priorities and discuss any gaps in progress. Review any metrics that were not reported in the daily huddles.

10 minutes: Customer and employee feedback Time to review specific feedback from customers and employees. 

  • What issues are cropping up day after day? 

  • What are people hearing?

30 to 60 minutes: One or two topics Focus on only one or two key topics. Pick your topic based on patterns and trends from the daily huddles, progress on your priorities/theme, feedback from employees and customers, and/or the opportunities and challenges that have surfaced. 

  • Topic 1 

  • Topic 2

Recap: Who, What, When (WWW) Just before the meeting ends, take a few minutes to summarize, “Who said they are going to do what and when?” and email the notes to everyone. 

  • Action Item 1

  • Action Item 2 

One-phrase close Close your meeting by asking each person for one word or phrase of reaction that sums up the meeting for them.

Team meetings

Weekly team meeting template

A weekly team meeting template that focuses on feedback and priorities.

Growth Team Meeting Agenda 

15 Minutes: Metrics Review & Update Focus Area

  • Review data around the OMTM (One metric that matters) 

  • Reflect upon the positive factors vs negative factors

  • What to focus on now (short term and long term)

10 Minutes: Review Last Week’s Tests

  • Review number of tests and what we learned

15 Minutes: Key Lessons Learned for Experiments

  • Positive vs. Negative (embrace the failures)

15 Minutes: What to Focus on in this Cycle

  • Take growth idea nominations from the group based on ease of implementation and impact.

5 Minutes: Growth Check of Idea Pipeline

Source: Jim Huffman

Team meetings

Growth team meeting template

A growth team meeting agenda that focuses on learning and experimentation.

Marketing Team Meeting Agenda

Brief Updates (10 minutes)

  • Any major issues? 

  • Any victories to celebrate? 

  • Report on the big picture? (Review dashboards) 

Review Current Activities (30 minutes) 

  • What are the outcomes of the actions we are taking? Is it worth the time/cost? 

  • Should we adjust our approach? Need more time? Continue or discontinue that activity? 

  • Did everyone complete their action items from the last meeting? (accountability)

  • Does anyone need help? Can anyone support anyone else’s efforts? 

  • Are we confident as a team that we’re going in the right direction? 

Consider New Initiatives (15 minutes) 

  • Anyone have any new ideas? 

  • Is there evidence that this effort will be worth the time/cost? 

  • Schedule more time to weigh pros/cons and then decide/delegate? 

Action Items (5 minutes) 

  • Who is going to do what before the next meeting?

Source: Andy Crestodina

Team meetings

Marketing team meeting template

A marketing team meeting agenda with suggested topics and timing for maximum productivity.

Content Marketing Team Meeting Agenda

1. Metrics review + discussion Show traffic, conversions, mentions, etc. (view dashboard, e.g. Google Analytics) 

  • What’s performing well? What’s under-performing? Any significant keyword movement, social mentions, or backlinks?

2. Content calendar review + discussion Show content calendar 

  • Are there any blockers? Do we need to brainstorm to fill any gaps? Do we need to check in with customer success, product marketing, or product team to get product updates or customer information? Does anyone need any help?

3. Inspiration review + discussion  Look at a great piece of content, either from one of your competitors or a company outside of your industry (assign this to someone before the meeting)

  • What makes it great? What might you want to consider for your upcoming projects? 

4. Additional items

  • Anything else to discuss?

5. Action items 

  • Assign action items and due dates 


Team meetings

Content marketing team meeting template

A 5-item meeting agenda to help content teams stay on track (and inspired!) to meet their goals.

Customer Support Team Meeting Agenda 

1. Updates or “Quick Fire Topics” - Leader and Relevant Stakeholders (10-15 minutes) If an update does not affect the majority of the team, it probably does not need to be delivered through this channel.

2. [New Project Intro] - Project Leaders (10-20 minutes) This could be a kickoff or update to a project that affects the whole team: implementing a new phone system, overhauling the Help Center content, introducing a new way to triage tickets, etc.

3. Questions and Action Item Assignment - Everyone (10 minutes)

Source: Craig Stoss

Team meetings

Customer support team meeting template

A simple 3-part agenda to run better customer support team meetings.

Sales Team Meeting Agenda

1. Brief the team (5 minutes)

  • Company updates that affect sales

  • Follow up on the questions from previous meetings

2. Team discusses their updates and obstacles (10 minutes)

  • Discuss major leads

  • Break down current metrics

  • Status report

  • Listen for potential hurdles

3. Amplify key wins (5 minutes)

  • Praise salespeople who appreciate public recognition for specific events

  • Allow others to share appreciation

4. Invite ideas, questions and collaboration (5 minutes)

  • Exchange thoughts and ideas

  • Motivate and encourage your team

5. Decide on next steps (5 minutes)

  • Appoint individuals to follow up on important items from meeting

  • Set expectations for the next meeting

6. Close the meeting

  • Summarize the meeting & thank everyone for their time

Source: Salesforce

Team meetings

Sales team meeting template

A 6-step agenda to help you run more productive and motivating sales team meetings.

Design Team Meeting Agenda 

1. Projects status (10 minutes) Go through the current tasks and the top priorities for the company’s objectives and key results (OKRs).

2. Top news/resources/tips (15 minutes) Have team members share links to articles and have them summarize key findings.

3. Main topic: Let’s talk about… (25 minutes) Pick a main topic for discussion, and assign pre-meeting homework if needed. 

4. Conclusion (5-10 minutes) Wrap things up by writing clear next steps and deciding the main topic for the next meeting. 

Source: Alecsandru Grigoriu

Design meetings

Design team meeting template

A collaborative design team meeting agenda to keep everyone engaged and learning.

Virtual Town Hall Meeting Agenda

1. Welcome and introductions (5 mins)

2. Thank you for the great year (or quarter) and recognition of achievements (5 mins)

3. Recap priorities for the coming year (or quarter) (5 mins)

4. Focus on [XX] priority: what are the customer trends, why XX is a differentiator, how improvements will be achieved, etc (10-15 mins)

5. Employee perspectives on [XX] priority: brainstorm session, Q&A, and discussions (20-25 mins)

6. Next steps: recap, notes, conclusions, and wrap-up (5-10 mins)

Source: Nima Torabi

Company meetings

Virtual Town Hall meeting template

An agenda to help you run a company-wide town hall meeting that informs and engages employees.

Sprint Demo Meeting Agenda

1. Present the sprint goal

  • What is the goal of the sprint? How do you emphasize during your presentation?

2. Review of what’s done and what hasn’t been done Give a high-level overview of what has been achieved and how it ties into the Sprint planning or previous demos (did you achieve what you said you would last time?)

  • What was done in the sprint?

  • What hasn’t been completed yet?

3. Demo the work Tell a story from the particular persona or user role. Stakeholders want to see the value of your product. Try to structure the demo into a series of scenarios or scripts that minimize context switching. 

  • What are the general themes in the work you completed?

  • How does your work tie into the broader sprint goals?

4. Ask questions and share observations

  • What can be seen in the demo?

  • Any feedback?

5. Review key metrics

  • Key Metric 1

  • Key Metric 2

6. Review the timeline and priorities At the end of each scenario (as well as the demo as a whole), point to the future directions for the work so that the stakeholders know what to expect next time.

Source: Paweł Łubiarz

Agile meetings

Sprint demo meeting template

A sprint demo template that will help you tell a story and excite your stakeholders along the way.

Sprint planning meeting agenda

Introduction and purpose (~5 mins)
  • Introduce team members

  • State the meeting’s purpose

Goal setting (~5 mins)
  • Define goals and objectives

Team capacity and velocity (~10 mins)
  • Determine team capacity

  • Determine team velocity

Sprint backlog (~30 mins)
  • Examine the current backlog of user stories

  • Decide the sprint’s priorities

  • Make sure each team member understands what each user story entails

Wrap-up and action items (~10 mins)
  • Do a brief wrap-up of what the key goals are and what the action plan is.

  • Set clear action items and ensure everyone understands what has to be done

For [name] [role]
  • [ ] Action Item 1

  • [ ] Action Item 2

For [name] [role]
  • [ ] Action item 1

  • [ ] Action item 2

Agile meetings

Sprint planning meeting template

A template that will help you cover all your sprint planning bases efficiently.

Product Team Meeting Agenda 

Preparation Go to each function lead on the product team (design, engineering, marketing, etc.) and ask them what decisions they need to make. Collect the open questions and pull them into the agenda. 

Action Items (~10 minutes) 1. (Team member) (Action item) by (date) 2. (Team member) (Action item) by (date) 3. (Team member) (Action item) by (date)

Decisions to Make (~50 minutes) 1. (Decision posed as question, as collected in “preparation”) 2. (Decision posed as question) 3. (Decision posed as question) 

Decision Log Note what decisions are made during the meeting and which ones require more time to figure out. 

Source: Andy Johns

Team meetings

Product team meeting template

A product team meeting agenda that skips status updates to get to the heart of what matters.

Backlog Refinement Meeting Agenda

  • Discuss each item’s user story

    • What needs to be done to satisfy the acceptance criteria?

  • Decompose each project item appropriately Your sprint time-box should be enough time to realistically complete your items. If your user story is complex, break it down into smaller, precise parts for easy estimation. 

    • How can we break these down into smaller tasks?

    • Will the acceptance criteria be satisfied upon execution of each task?

    • Will the user story be satisfied upon execution of each task?

  • Prioritize what needs to be done  Discuss an item from the backlog and have the team mentally assign story points to the item. Everyone shows their cards, revealing their estimation. Discuss concerns and repeat this process until a consensus is reached.

  • Influence estimation with trade-offs Discuss concerns and repeat this process until a consensus is reached. If an agreement can’t be reached, consider removing the backlog item from the current agenda.

  • Follow up with additional questions Ask stakeholders open questions to get necessary details in preparation for the next backlog grooming meeting.

Source: Adapted from Altexsoft

Agile meetings

Backlog refinement meeting template

A backlog refinement template to help you focus on tasks that matter.

Board Meeting Agenda

1. Call To Order

  • Opening remarks and introductions 

2. Changes To The Agenda

  • Are there any additions or deletions to the agenda?

3. Approval Of Minutes

Members can modify some items from the previous meeting.

  • Should any correction be made to the meeting minutes?

  • Do the board members agree the meeting recordings reflect the board’s business?

4. Reports

Key personnel including the executive director, finance head, and committee heads should give board members an overview of operations under their responsibility.

5. Old Business

  • Are there past unresolved business items?

  • What are the next steps with those items?

6. New Business

  • Are there new business items up for discussion?

  • What’s the plan to take action?

7. Announcements

This is time to present announcements including items that might be added to the next agenda, upcoming projects, or congratulation messages to team members.

8. Adjournment

This is a formal closing of the meeting.

  • What time did the meeting end?

  • What’s the date and time for the next meeting?

Source: Board Effect

External meetings

Board meeting template

An agenda template to help you take charge of your board meetings.

Empowering 1-1 Meeting Agenda (45 minutes)

  • Direct report: 15 minutes What your direct report needs to raise with you, get approved, get clarification on, etc.

  • Manager: 15 minutes What you need to raise with your direct report, delegate, provide feedback on, etc.

  • Free time: 10 minutes Free time to air any long-term concerns, progress toward development goals, etc.

  • Next steps: 5 minutes State accountabilities and make a plan for follow-up

Source: Kristi Hedges

1-1 meetings

Empowering 1-1 meeting template (45 minutes)

Use this 45-minute meeting template to provide constructive feedback and address issues.

OKR-setting meeting agenda - part 1 (objectives) 

1. Icebreaker (5 minutes)

2. Recap of last OKRs (5 minutes) Review the team’s last OKRs, use a round-table discussion and spend 5 minutes with the group discussing what worked well, what could have gone better etc. Note down these observations on a flip-chart or whiteboard.

3. What makes a good objective? (10 minutes) Ask the group to list the things that make a good objective. List these on the flip-chart/whiteboard; these will become your checklist for the session.

4. Set and agree on objectives (40 minutes) Have the group break out individually and in small groups to brainstorm and share objectives, then come back together, share them, and ask attendees to prioritize the list. Check against the list from step 3. See the Medium post below for more details. 

Source: Ben Mancini

Team meetings

OKR-setting meeting template, part 1 (objectives)

An agenda template to help you and your team set the “objectives” part of your OKRs.

Structured Bi-Monthly 1-1 Meeting Agenda

Progress - What were your biggest accomplishments since we last spoke? Why were they a success?


Plans - What are your biggest goals between now and when we next meet?

Problems - What are the problems that you are facing?

Source: Margaret Roth Falzon

1-1 meetings

Structured bi-monthly 1-1 meeting template

A structured, repeatable agenda for results-focused one-on-ones — it's great for startups!

Creative Brainstorm Meeting Agenda

Several Days Before the Meeting: 
  • Make sure the team knows the specific problem that you’re attacking during the session

  • Define the actual problem the team is solving, not just the project 

  • Assign homework: each person should come up with three ideas to solving that problem 

Meeting Agenda 

Problem and Objective: Re-state the problem and objective.

Time Limit for Brainstorm: Set a time frame for the idea session.

1. Idea Sharing Ask people to choose an idea they think has promise, that they came up with on their own, and share it with the group.

2.  Group Discussion After everyone has shared ideas, open up the group discussion. 

  • Which idea resonates the most with you? 

  • Did anything you heard spark an insight or additional idea? 

  • How did the ideas that were shared change your perception of the problem? 

  • Does anyone have an additional idea — from the homework — that you think everyone should hear? 

3. Leading Idea(s) and Next Steps Choose the leading idea(s) and determine next steps. 

Source: Todd Henry

Team meetings

Creative brainstorm meeting template

A creative brainstorm meeting template to help you and your team generate great ideas.