# Free Meeting Agenda Template for Planning and Action Items > Use a free meeting agenda template to timebox topics, assign owners, and capture action items, with setup steps and tips for running better meetings. Source: https://asana.com/templates/meeting-agenda.md - [Use template](https://app.asana.com/-/product_templates?preview_template=meeting_agenda) - [Project views](/features/project-management/project-views) - [Custom fields](/features/project-management/custom-fields) - [Tasks](/features/project-management/tasks) - [Projects](/features/project-management/projects) - [Zoom](/apps/zoom) - [Clockwise](/apps/clockwise) - [Microsoft Teams](/apps/microsoft) templates Meeting agendas Meeting agenda Clarify meeting goals, define team responsibilities, and put the meaning back into meetings with a free meeting agenda template from Asana. Meeting agendas Creative production Project planning Cross-team planning Product management Agile management Strategic planning ## Metting agenda template Use a free meeting agenda template in Asana to organize topics, set time limits, assign discussion owners, and capture action items. Includes setup steps, agenda types, and tips for running more useful meetings. ### Make your meetings more productive - [Sign up](/create-account) #### Summary A meeting agenda template gives every meeting a purpose before people join the call. Use it to plan topics, set time limits, name discussion owners, and capture action items before everyone moves on to the next thing. In this guide, you’ll learn what to include, how to write one, which agenda types work best for different meetings, and how to run meetings that lead to better decisions.Unproductive meetings can drain your team's time and energy, but they don't have to. With the right structure, you can make every meeting focused and productive. A meeting agenda template helps by letting your team know what to expect, who is responsible for each part, and what needs to happen next. In this article, you'll learn what a meeting agenda template is, what to look for in a good one, and how to write one step by step. We'll also cover different template types and best practices to help you run better meetings right away. ## What is a meeting agenda? A [meeting agenda](/resources/meeting-agenda) is a structured outline of the topics, talking points, and goals your team plans to cover during a meeting. It aligns everyone on the meeting's purpose, sets clear expectations, and keeps the conversation on track. A well-crafted meeting agenda typically defines: - **Discussion topics:** The specific items the team will address. - **Topic owners:** Who on the team is responsible for leading each item? - **Priority order:** Which topics are most important to cover first? - **Time allotments:** How long the team will spend on each discussion point. ### What is a meeting agenda template? A meeting agenda template is a reusable tool that outlines the main parts of a meeting. To run an effective meeting, you need a clear purpose and clear expectations. A template helps by showing what the meeting will cover, each person's responsibilities, and any action items. With our free meeting agenda template, you can skip the upfront work of building an agenda from scratch for every meeting. That means you and your team can start collaborating and accomplishing high-impact work faster. Using a meeting agenda template within a [work management platform](/uses/work-management) lets you [organize information](/resources/knowledge-management) from previous meetings (like [meeting minutes](/templates/meeting-minutes) and notes) all in one accessible place. With a meeting agenda template, you can: - Standardize how you run meetings. - Get everyone on the same page about the meeting's purpose, goals, and responsibilities. - Use meeting time effectively. - Foster [productive meetings](/resources/run-effective-meetings-agenda-tips) through focused discussions, designated topics, time allotments, and [topic prioritization](/resources/how-prioritize-tasks-work). - Capture [action items](/resources/action-items) as they happen in real time, and assign them to the correct team members to ensure clarity on next steps. - Streamline your project management process, coordinate work, and encourage team collaboration in one easily accessible place. - [Get free meeting agenda template](https://app.asana.com/-/product_templates?preview_template=meeting_agenda ) ## Why use a meeting agenda template Workers lose an average of [three hours per week](/resources/anatomy-of-work) to unnecessary meetings, often because there's no clear plan going in. A meeting agenda template helps you avoid this by providing a clear structure and purpose for every meeting before it begins. - **Saves time on meeting prep:** Instead of making a new agenda each time, you start with a ready-made structure and just adjust it for each meeting. This lets you focus on the content, not the format. - **Keeps discussions focused:** When everyone knows the topics, time limits, and who is leading each part, conversations stay on track. You spend less time off-topic and more time making important decisions. - **Improves accountability:** Assigning owners to topics and tracking action items in the template makes it clear who is responsible for each task, both during and after the meeting. - **Creates consistency across teams:** Whether you're holding a weekly meeting or a quarterly review, a template helps your meetings follow a reliable format your team can trust. - **Drives follow-through:** By recording action items and due dates in the template, you make sure nothing is missed between meetings. ### What to look for in a meeting agenda template A basic meeting agenda template should include parts that help set the meeting's goals and keep things running smoothly. Here are the key sections to look for: **Meeting overview** - Include the meeting goal, facilitator, and attendees - Helps everyone understand the purpose before the meeting begins **Topic suggestions** - Include discussion points and topic owners - Helps organize the conversation and gives each item a lead **Action items** - Include tasks, owners, and due dates - Helps people follow through after the meeting ends **Reference materials** - Include previous meeting notes, recordings, and presentations - Gives attendees the background they need to prepare and contribute ### Types of meeting agenda templates Our basic meeting agenda template works for everything from one-time meetings to weekly staff check-ins, but some meetings need a more tailored approach. Below are 11 templates designed for specific meeting formats, so you can pick the one that fits your needs. - **Project kickoff meetings:** Start your project off on the right foot and get your team on the same page with a [project kickoff meeting](/resources/project-kickoff-meeting). Use this [kickoff meeting template](/templates/kickoff-meeting) to organize and standardize kickoff meetings across projects. - **One-on-one meetings:** A [one-on-one meeting template](/templates/one-on-one-meeting) helps you set up your one-on-one [meetings](/resources/one-on-one-meeting) for success. It provides a place for you and your direct reports to plan discussion points, track action items, and monitor career progress. - **Weekly team meetings:** Enhance productivity and [team collaboration](/resources/collaboration-in-the-workplace) by regularly discussing progress, new business, challenges, and upcoming tasks in a structured weekly team meeting. - **Team brainstorming meetings:** Get the creative juices flowing and ensure you never forget an idea with a [team brainstorm meeting template](/templates/team-brainstorm). Organize and track ideas as you go, and assign follow-up tasks to turn them into actions. - **Company-wide meetings:** Streamline your all-hands meetings and get your organization on the same page with this [company-wide business meeting template](/templates/all-company-meeting), designed to help you plan and manage the logistics for company town halls and similar events. - **Board meetings:** Make your formal meetings effective by clarifying meeting goals and priorities with a [board meeting agenda template](/templates/board-meeting-agenda). - **Sprint planning meetings:** Get your [cross-functional team](/resources/cross-functional-collaboration-work) or Scrum team on the same page and keep your sprint on track with a [sprint planning template](/templates/sprint-planning). - **Standup meetings:** [Standup meetings](/resources/stand-up-meeting), or all-hands meetings, are quick ways for team members to check in, share status updates, and ensure the project is progressing smoothly. Streamline this process and remove blockers with a [daily standup meeting template](/templates/agile-daily-standup). - **Postmortem meetings:** A successful [postmortem meeting](/resources/project-post-mortem-tips) should highlight what went well with a project and what you can improve moving forward. Use this [postmortem template](/templates/postmortem) as a starting point for your [retrospective meetings](/resources/sprint-retrospective). - **Sales meetings:** Track sales wins, upcoming initiatives, [pipeline updates](/templates/sales-pipeline), and other important metrics with a sales meeting template. - **Performance review meetings:** Streamline performance reviews with a template that lets you capture feedback and turn it into actionable takeaways. - [Read: Try an L10 meeting template to quickly set agendas and solve issues](https://asana.com/templates/l10-meeting) ## How to use our free meeting agenda template Whether you use our free team meeting agenda template or create your own, start by asking yourself these questions: - What's the purpose of the meeting? Are we aiming to review ongoing projects or explore new business opportunities? What are we hoping to accomplish? - What decisions does the team need to make at the meeting? What topics will the team discuss, and which are the highest priority? - Who will be involved in the meeting? What's the purpose of their involvement? What are their responsibilities? - How long should the meeting be? After you answer these questions, make a copy of the meeting agenda template and follow these steps: - **Fill out the meeting overview.** Include key meeting information, such as the purpose, attendees, and facilitator. - **List discussion topics and talking points.** In the topic suggestions section, write down the topics or agenda items you want to cover. Make sure these topics support the meeting's main goal, and keep the meeting's length in mind to use your time well. - **Put the topics in**[order of importance](/templates/prioritization-matrix), so everyone knows which ones to cover first and which can wait if you run out of time. - **Assign talking points to attendees.** Once you've determined which topics the team needs to discuss, assign an owner to each topic so team members can prepare in advance. - **Allocate a realistic amount of time for each topic** by estimating how long you anticipate the discussion will take and adding a few minutes as a buffer. - **Send the agenda to team members early** so each attendee has time to prepare and understand the meeting's purpose. - **Add a reference section for helpful materials**, such as previous meeting learnings, docs, recordings, and relevant resources. - **Use the meeting agenda to track action items**, along with corresponding owners and due dates, so each attendee knows what they're responsible for and by when, in preparation for the next meeting. ## How to write a meeting agenda Knowing what belongs in a template is a good start, but writing an effective agenda for a specific meeting takes a few more steps. Here's how to create one that keeps your team aligned and your meeting on track. - **Define the meeting's purpose.** Start by identifying why the meeting needs to happen. Are you making a decision, sharing an update, or solving a problem? A clear purpose helps you decide what belongs on the agenda and what doesn't. - **List your discussion topics.** Write down the specific items you need to cover. Keep them focused and relevant to the meeting's purpose. - **Prioritize the topics.** Put the most important items at the top of the agenda. If time runs short, you'll have already addressed the topics that matter most to your team. - **Assign an owner to each topic.** Every agenda item should have one person responsible for leading the discussion. This keeps conversations organized and ensures someone comes prepared to drive each topic forward. - **Set time estimates for each item.** Give each topic a realistic [time block](/resources/what-is-time-blocking) so the meeting stays on pace. Build in a small buffer for items that might run long. - **Add space for action items.** Leave room at the end of the agenda to capture [next steps](/resources/action-plan), assign owners, and set due dates. This turns meeting conversations into real progress. - **Share the agenda in advance.** Send the completed agenda to attendees at least 24 hours before the meeting so everyone has time to review, prepare, and come ready to contribute. ### Meeting agenda best practices Using a template is a good first step, but how you use it is just as important. Follow these best practices to get the most out of every meeting. - **Share the agenda 24 to 48 hours in advance.** Give your team enough time to review the topics, prepare their updates, and come ready to contribute. - **Assign a clear owner to every topic.** Each discussion point should have one person responsible for leading it. This prevents confusion and keeps things moving. - **Set realistic time blocks for each item.** Estimate how long each topic will take, and add a small buffer. If a topic consistently runs over, it may need its own dedicated meeting. - **Start with the highest-priority items.** Put the most important topics at the top of the agenda. If you run short on time, you'll have already addressed what matters most. - **End every meeting with clear next steps.** Before wrapping up, review the [action items](/templates/action-items), confirm owners and due dates, and make sure everyone knows what's expected. - **Review and refine your process regularly.** After a few meetings, ask your team what's working and what isn't. Small adjustments to your agenda structure can lead to [continuous improvement](/resources/continuous-improvement) over time. ## Integrations and apps to use with your Asana template Keep all your work in one place by linking your meeting agenda template to your favorite apps and using our built-in features. #### Integrated features - [List View.](https://help.asana.com/s/article/list-view?language=en_US) List View is a grid-style view that lets you see all your project's information at a glance. Like a to-do list or a spreadsheet, List View displays all your tasks at once so you can see task titles, due dates, and any relevant custom fields, such as Priority or Status. - [Custom fields.](https://help.asana.com/s/article/custom-fields?language=en_US) Custom fields are the best way to tag, sort, and filter work. Create unique fields for any information you need to track, then use them to sort and schedule your to-dos so you know what to work on first. - [Subtasks.](https://help.asana.com/s/article/subtasks?language=en_US) Sometimes a to-do is too big to fit into a single task. Subtasks let you split complex tasks into smaller components while keeping everything connected to the parent task. - [Adding tasks to multiple projects.](https://help.asana.com/s/article/multi-home-tasks-to-avoid-information-silos?language=en_US) Asana makes it easy to track and manage tasks across multiple projects. This reduces duplicative work, increases cross-team visibility, and helps your team see tasks in context. #### Recommended apps - [Zoom.](/apps/zoom) Asana and Zoom are partnering to help teams have more purposeful, focused meetings. The Zoom + Asana integration makes it easy to prepare for meetings, have actionable conversations, and access information after the call. During the meeting, team members can quickly create tasks within Zoom, so details and action items don't get lost. - [Clockwise.](/apps/clockwise) With the Clockwise + Asana integration, you can add Asana tasks as time blocks in your Google Calendar. The integration allows you to specify task durations, when they occur, and whether Clockwise can automatically reschedule them. - [Microsoft Teams.](/apps/microsoft) With the Microsoft Teams + Asana integration, you can search for and share the information you need without leaving Teams. Easily connect your Teams conversations to actionable items in Asana. Plus, create, assign, and view tasks during a Teams Meeting without switching to your browser. ## Improve your meetings with Asana When every meeting has a clear purpose, assigned owners, and tracked action items, your team spends less time in unproductive conversations and more time on real work. [Get started](/create-account) with Asana and use our free meeting agenda template to bring structure, accountability, and focus to every meeting you run. ## FAQs about meeting agenda templates #### What are the benefits of using a meeting agenda template? A meeting agenda template clarifies meeting goals, sets expectations for attendees, and keeps discussions productive.It also saves prep time and ensures action items are captured so nothing falls through the cracks. #### What are the 4 P's of a meeting agenda? The 4 P's stand for Purpose (why you're meeting), Product (the desired outcome), People (who needs to attend), and Process (how the meeting will run). Use them as a checklist when building your agenda to make sure every meeting has a clear reason, the right attendees, and a defined structure. #### What is the 40/20/40 rule for meetings? The 40/20/40 rule suggests dedicating 40% of your effort to pre-meeting preparation, 20% to the meeting itself, and 40% to post-meeting follow-up and action items. It emphasizes that the work before and after a meeting is just as important as the meeting itself. #### What elements should I include in a meeting agenda template? Include sections for discussion topics, action items, and reference materials like previous meeting notes or recordings. Each topic should also have a designated owner, time allotment, and priority level. #### How do I write an effective meeting agenda? Start by defining the meeting's purpose, then list discussion topics in order of priority, assign an owner to each item, and set time estimates. Share the finished agenda with attendees at least 24 hours in advance so everyone comes prepared ### Team brainstorm Sticky notes leaving you stuck? Productive teams can use our brainstorming board template to organize thoughts and turn ideas into action. - [Create your template](/templates/team-brainstorm) ### Board meeting agenda Bad meetings can happen to anyone, even your board of directors. With our board meeting agenda template, drive your meetings (and mission) forward. - [Create your template](/templates/board-meeting-agenda) ### All company meeting From setting the agenda to collaborating on the presentation, make sure you’re prepared before you present with this all hands meeting template. - [Create your template](/templates/all-company-meeting) ### QBR meeting agenda Try our template as a blueprint for your next QBR meeting to save time and set your team up for success for the next one. - [Create your template](/templates/qbr-meeting-agenda) ### 1:1 meeting Build trust and encourage collaboration with a 1:1 meeting template. Keep track of agenda items, meeting notes, and next steps in one place. - [Create your template](/templates/one-on-one-meeting) ### Conference agenda Plan your conference and track essential event details with a custom-built conference agenda template in Asana. - [Create your template](/templates/conference-agenda) ### Kickoff meeting Get everyone on the same page before you begin—learn how to create a kickoff meeting template in Asana. - [Create your template](/templates/kickoff-meeting) ### Meeting minutes Create a meeting minutes template in Asana to streamline your meeting agendas and cut down on busywork. - [Create your template](/templates/meeting-minutes) ### Weekly schedule Don’t just track your weekly to-dos. Organize and schedule your tasks so you can always get your highest-impact work done. Learn how to create a weekly schedule template in Asana. - [Create your template](/templates/weekly-schedule) ### Event schedule template Use this event schedule template to plan and organize your next event from start to finish. Manage agendas, assign roles, and keep every detail on time. - [Create your template](/templates/event-schedule) ### Project debrief template Use a free project debrief template for step-by-step debrief sessions. Assign tasks, log feedback, and share results in real time. - [Create your template](/templates/project-debrief) ### L10 meeting template Use an L10 meeting template to structure your EOS meetings. Track metrics, resolve issues, and assign action items so weekly meetings drive tangible results. - [Create your template](/templates/l10-meeting)