Team meetings are one of the best opportunities to create alignment and visibility across an organization. How they are run can also be massively influential on company culture, enabling culture to be a key driver of success.
We surveyed professionals across many top organizations—including Shopify, Trello, Drift, Miro, Calendly, and Etsy—to figure out how high-performing teams run their meetings. We then took what we learned and turned it into these example team meeting agendas and templates.
Use the free agenda templates on this page to write notes for your meetings as well. That way, you'll have a resource to review later to see what was covered in the meeting. Make sure to highlight decisions, actions, and next steps in your meeting notes.
To get the most value from these sample team meeting agendas, here are seven tips — habits to help your team grow and become more productive and aligned.
Creating a culture of transparency is difficult. However, when your leaders are honest and share insights without constraints, it allows the rest of the team to build on that knowledge and grow, which in turn improves team productivity and collaboration in your business. If your team is able to create a culture where everyone's opinion is valued, you'll find more cohesion and inspire everyone to strive for growth.
If organizations with smooth and effective team meetings are more likely to be efficient and productive in other areas too, the opposite is also true. When run poorly, these business meetings can be a big waste of time, and one that sets a dangerous tone for the organization overall. That’s why it is critical to have clear communication about the meeting's purpose, agenda, goals, and what outcomes are expected.
Having a great staff meeting begins before the meeting starts. A well-organized meeting has a solid meeting agenda.
Because team meetings are usually recurring (weekly, monthly, quarterly, etc...) you should invest in creating a team meeting agenda template that lists out common agenda items. With a template, you never have to start from scratch when preparing for your next meeting.
An agenda doesn't need to be overly detailed. Even a handful of bullet points — containing key metrics, project updates, and discussion topics — can go a long way to helping attendees get more value from your team session. Your agenda style may vary across projects, teams, and types of meetings, but simply having one provides so much-needed direction to all attendees.
Every meeting can have at least a one-sentence "agenda" that cover's that meeting's purpose and goal.
(Don't worry, we have a lot of sample agenda templates for you to copy or download as Google Docs, Word Docs (.docx) or use for your meetings in Hugo.)
A good team meeting template also leaves room to document action items within the meeting notes or meeting minutes. If you want tasks from your meeting to get accomplished, make sure you note those action items.
Many teams also find it helpful to document priorities, roadblocks, feedback, and ideas that come up in the meeting. By being able to review these details later, you're able to get a wide-angle view of the team's progress.
While it's not efficient to spend the majority of team meeting time mentoring and coaching every week, the occasional deep dive into data, learnings, or strategy can be of major benefit to long-term company success. Team meetings aren't just for giving status updates on a project, they're to help the team learn and grow together. Keep an eye out for opportunities to upskill everyone.
Let your team know you value their time. Endless meetings not only take up time, they suck the energy out of team members, disrupting employee productivity for hours afterward. For productive meetings, try to schedule meetings in small clusters on specific days of the week to minimize disruption, and then end them early when you can.
At Hugo, we use a Ten Percent Rule, giving employees only 4 hours of total meeting time per week. This self-imposed scarcity of meeting time ensures that every second is used wisely.
Every team is different, and every team meeting is different.
When you take a look at the team meeting templates on this page, compare them to how you are meeting today. When customizing your team meeting agenda, here are some additional questions to ask yourself:
On this page, we’ve compiled agenda templates for the most common types of team meetings. From quick stand-ups, to weekly planning meetings, brainstorming, and post-mortems, there are a lot of reasons for teams to meet together.
Below you can find a selection of sample agendas for all these common types of team meetings pulled for our free library of 80+ meeting agenda templates. (Or, scroll back up and download the whole bundle of team meeting templates.)
Each agenda template is available to copy as a Google Doc, download as a Word doc, or use with your free Hugo account.
And if you don't find the team meeting agenda template you're looking for here, in our executive meetings category, you'll find templates for other kinds of team meetings: board meetings, leadership meetings, and strategic planning sessions.