How to Create a Virtual Meeting Agenda Template

For many business owners, the shift to virtual meetings was not by choice. However, the ability to continue working without your team being present in the same location has helped many businesses to thrive even in these uncertain times. While some teams are preparing to return to a traditional workspace, virtual meetings are likely to stick around for the foreseeable future. Some businesses have seen productivity rise due to virtual meetings, while other businesses have struggled to adopt this method of communication.

Either way, the most successful meetings are those that include a predetermined agenda. If you're looking for ways to increase productivity in the office, we recommend using a meeting agenda template. Having a clear and easy-to-follow agenda template can save time, improve communication, and ensure that the most important information is covered.

What is a meeting agenda template?

Quite simply, a meeting agenda template is a structure that helps you make sure that relevant information is covered each time you host a meeting. It details important topics, and it is organized logically (often in sequential order). It's helpful to send the agenda before the meeting, so that attendees have an idea of what will be discussed.

Typically, a meeting agenda begins with a list of participants followed by key topics that may be covered in the meeting.

Meeting agenda template

  • General Introduction: The introduction covers the purpose of the meeting and relevant topics to be discussed.
  • Update on actionable tasks: This section covers to-do items from previous meetings and the status of their completion.
  • Team presentations: This time slot allows various teams to share important updates with the group.
  • Q&A: This allows time for any additional questions that apply to the entire group.
  • Final action items: During this stage, action items and tasks can be clarified to help everyone understand their responsibilities.

For increased effectiveness, it's important for meeting agendas to be sent out to the appropriate parties in advance. By doing this, all team members can come prepared with any information that they might be asked to present or key points they need to discuss.

If you need approval to send meeting agendas to other employees, create a business meeting agenda sample that you can pass along to your manager or team leader.

When making your agenda template, be sure to leave room for others to include information that they believe is important. By doing this, you'll have a comprehensive schedule that covers the most important information from all required participants.

Your virtual meeting agenda template should include:

  • Meeting title, date, and time
  • Employees invited to attend
  • Overview, including goals and any items that will be discussed
  • List of all presentations taking place
  • Review of previous action items, such as tasks, responsible parties, and deadlines
  • Topics to cover, which can be as long as needed
  • Q&A to address outstanding comments, questions, and concerns
  • Action items

Now that you know how to create an agenda for a virtual meeting, you can improve the efficiency of your business meetings. If you need additional help with the quality of your meetings, explore the video conferencing solutions available at 8x8. We've created industry-leading audio and video tools to handle all of your team meeting needs. Contact us today to learn more about how we can help you improve workplace engagement.