Meeting agenda and decision worksheet
Build the agenda around decisions and questions that need the group together. Assign an owner and a time allowance to each item, and send background information beforehand. The example below covers a 30-minute meeting; change the sequence and timings to fit the work.
How to use it
- Write the meeting purpose, then turn each agenda item into a specific question or decision.
- Identify the preparation and discussion owner. Move items that do not need the group out of the agenda.
- Use the closing slot to read back decisions and transfer follow-up work into an action log with owners and due dates.
Worked example
These example entries are editable. Replace them with the confirmed details for your event.
| Time | Question | Discussion owner | Preparation | Expected outcome |
|---|---|---|---|---|
| 0–3 minutes | What must this meeting achieve? | Facilitator | Meeting purpose | Agree the scope |
| 3–13 minutes | What are the trade-offs between the options? | Option owner | Two option summaries | Identify the decision criteria |
| 13–23 minutes | Which option can we confirm? | Decision owner | Confirmed information and open questions | A decision or a defined evidence gap |
| 23–30 minutes | Who owns the next steps? | Note taker | Decisions and actions | Owners, deadlines and follow-up method |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Make the agenda actionable
An item such as “event planning” leaves preparation unclear. “Which venue option should we choose?” and “Which arrangements are still unconfirmed?” ask different questions and need different inputs. Give each its own intended outcome.
If the evidence is incomplete, state that the meeting will identify gaps rather than make a final decision. Record what is missing and who will obtain it.
Review time and ownership together
Time allowances help the facilitator manage the meeting. They are not quotas to fill. Move on when an item is complete, and decide explicitly whether a new issue belongs in this meeting or a later discussion.
The discussion owner may differ from the person doing the follow-up work. Keep those responsibilities separate in the agenda and action log.
Continue planning
- Meeting follow-up action log
Track decisions and follow-up work with an owner, a due date and a clear completion condition.
- A gathering run sheet
Coordinate setup, activities and handover with timings and clear responsibilities.
- Compare venue quotes
Compare charging basis, minimums, extras and deposits for the same event.