Meeting agenda template with timings and owners
A meeting without an agenda drifts, overruns and ends without a decision. Tell your todo.is agent what the meeting is for and who is coming, and it writes a timed agenda with owners and the decision each topic needs, then saves it as a Gmail draft or adds it to the calendar invite after your OK.
The prompt
- Write an agenda for a [LENGTH]-minute [TYPE OF MEETING] on [DATE AND TIME] with [ATTENDEES AND ROLES]. The goal is [WHAT THIS MEETING MUST DECIDE OR PRODUCE]. Topics to cover: [TOPICS]. For each item give the time slot, the owner, whether it is to inform, discuss or decide, and what people should read before. Put decisions early, keep 5 minutes at the end for next steps and owners, and cut or move anything that does not fit the time. Add a one-line purpose at the top and a short pre-read list. Give me the agenda as a Word file and as email text, and if my Google account is connected, save it as a Gmail draft to the attendees. Do not send it.
What to change
- [LENGTH]: e.g. "45" or "30". Your agent fits the topics into it.
- [TYPE OF MEETING]: e.g. "quarterly planning", "client kickoff" or "weekly team sync".
- [DATE AND TIME]: e.g. "Tuesday Nov 10, 2pm CET".
- [ATTENDEES AND ROLES]: e.g. "Ana (marketing lead), Tom (sales), Wei (finance)".
- [WHAT THIS MEETING MUST DECIDE OR PRODUCE]: e.g. "agree on Q1 budget split and launch date".
- [TOPICS]: Rough list, or attach last meeting's notes and open action items.
Example result
- Q1 marketing planning
- Tuesday Nov 10, 2:00 to 2:45pm CET | Room 3 and video link
- Purpose: agree on the Q1 budget split and the spring launch date.
- Attendees: Ana Ruiz (marketing, chair), Tom Becker (sales), Wei Lin (finance), Sam Ito (product)
- Before the meeting
- • Q4 campaign results (2 pages, shared folder)
- • Wei's draft Q1 budget sheet
- • Product launch timeline from Sam
- Agenda
- 2:00 to 2:05 | Welcome and goal (Ana, inform)
- Confirm the two decisions we need today.
- 2:05 to 2:20 | Q1 budget split (Wei, decide)
- Options: A) 60% paid ads, 40% events; B) 45% paid, 35% events, 20% content.
- Decision needed: choose A or B.
- 2:20 to 2:32 | Spring launch date (Sam, decide)
- March 9 or March 23. Trade-off: earlier date vs. full sales training.
- Decision needed: pick the date.
- 2:32 to 2:40 | What sales needs from marketing (Tom, discuss)
- Top 3 requests for Q1 materials.
- 2:40 to 2:45 | Next steps and owners (Ana)
- Recap decisions, owners and deadlines.
- Parking lot
- • New brand video: moved to the December meeting
- Email version
- Hi all, here is the agenda for Tuesday's Q1 planning. We need two decisions: the budget split and the launch date, so please read Wei's sheet and Sam's timeline before we meet. See you at 2pm. Ana
How to do it with todo.is
- Copy the prompt and fill in the meeting length, goal, people and topics.
- Paste it into todo.is or message it to your agent on WhatsApp, Slack or Telegram. Attach last meeting's notes if there are open items.
- Your agent returns a timed agenda as a Word file and email text, and saves a Gmail draft if Google is connected.
- For a regular meeting, make it recurring: "Every Monday at 9, draft the agenda for Tuesday's sync from last week's notes."
Tips for a better result
- Write the goal as a decision or output. If you cannot, the meeting may be an email.
- Label each item inform, discuss or decide. People prepare differently for each.
- Put decisions in the first half, while everyone is fresh and nobody has left early.
- Send the agenda at least 24 hours before so pre-reads actually get read.
- Keep a parking lot for topics that come up but do not fit, instead of letting them take over.
meeting agenda template: FAQ
- What should a meeting agenda include? The purpose, date and attendees, a list of topics with time slots and owners, the decision or outcome for each topic, pre-reads, and time for next steps at the end.
- How far in advance should I send a meeting agenda? Aim for at least one business day before. For long or important meetings, send it two to three days early.
- How many topics fit in a 30-minute meeting? Usually two or three real discussion topics, plus a quick intro and wrap-up. More than that and nothing gets decided.
- Can todo.is send the agenda to my attendees? With Google connected, your agent can save it as a Gmail draft or add it to a calendar event, and it sends only after you approve.
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