How to Write a Meeting Agenda | Examples, Tips & AI Tools

An effective meeting agenda is one of the most important steps for a productive meeting. A meeting agenda is an outline of the date, time, location, and topics that will be covered. No matter what type of meeting you’re planning, a clear agenda sets expectations, keeps the discussion focused, and helps you stay on time.

The biggest challenge with creating a meeting agenda is including just the right amount of detail. The meeting agenda template, examples, and tips below will make the process easier. QuillBot’s AI meeting agenda generator can also speed up the process, and it’s completely free to use.

Meeting agenda template

An effective meeting agenda usually includes the details in the media agenda template below.

How to write an agenda for a meeting

Here’s how to write an agenda for a meeting in four simple steps.

1. Start with a clear goal

Every meeting should have a purpose. Before you outline topics, ask yourself, “What do we need to accomplish?” Write this goal at the top of the agenda to give everyone a shared focus.

2. List the meeting topics

Make a bulleted list of the topics your meeting will cover. Below each bullet point, consider listing additional details about each agenda item, but keep these details concise so that your meeting has some flexibility.

3. Assign time blocks to each item

Estimate how long each topic should take, and write the number of minutes for each agenda item in order to manage everyone’s expectations. Be realistic, and always leave a buffer for discussion or wrap-up.

4. Include prep materials or links

If attendees need to read a report, review numbers, or bring anything specific, include that on the agenda.

Using an AI meeting agenda generator

Another crucial step for meeting agendas is sending them out on time. Your attendees need time to review the outline so that they’re prepared to collaborate, volunteer, or ask the right questions. An AI meeting agenda generator (like the one QuillBot offers for free) is a valuable time-saver when it comes to meeting agendas.

To use QuillBot’s free AI meeting agenda generator, include the topic and agenda items in your prompt. The tool will generate an agenda with spaces for you to add the date, time, and other details. Then, make the necessary adjustments to agenda items, and paste the agenda into a document, email, Slack message, or whichever format your group is using.

AI agenda maker example 

Meeting agenda examples

The following examples show how to write a concise and focused meeting agenda with or without the help of AI. The first example is an agenda for a neighborhood picnic planning meeting.

This next example includes an outline of meeting agenda items for a computer coding project.

Frequently asked questions about how to write a meeting agenda

What types of meetings can I plan with an AI agenda maker?

You can use an AI agenda maker, such as the QuillBot meeting agenda generator, to plan any type of meeting, including:

• Community forums
• Project teams at work
• Product updates
• Board meetings
• Content ideation
• Professional development for teachers
• Neighborhood event planning
• School volunteer committees

In your prompt, include the items that should be included in the meeting agenda. Also instruct the agenda maker to ask you questions about the meeting in order to include the important details.

How do I use a media agenda template?

To use a media agenda template, follow these steps:

• Copy/paste the template into a document.
• Modify the headings to fit your meeting’s purpose (e.g., number of agenda items and title of each agenda item).
• Fill in the details about each agenda item.
• Share the agenda with invitees in an email, Slack message, or whichever communication tool your group uses.

If you’re using the QuillBot AI meeting agenda generator, you can paste or upload your template into the prompt.