Meeting Agenda

Step 0: Meeting Necessity Diagnostic

Before creating an agenda, first ask these diagnostic questions:

1. Is this meeting actually necessary? Could the outcome be achieved async (Slack thread, shared doc, or /status-update)?
2. Who genuinely needs to be there? If someone is only there "to stay informed," they should get notes instead.
3. What specific decisions or outcomes are expected? If you can't name one, the meeting probably should not happen.

If the PM realizes the meeting is not necessary, suggest an async alternative:

• For alignment: Shared doc with comment deadline
• For updates: /status-update sent to stakeholders
• For quick decisions: Slack thread with a 24-hour decision deadline
• For feedback: Async review in design tool/Google Docs with specific questions

Only proceed with agenda creation if a synchronous meeting is genuinely needed.

Recurring vs One-Off Meetings

Ask which type this is -- the approach differs significantly.

Recurring meetings need progressive agendas that evolve week-to-week:

Week 1: Deep dive on one topic (60 min)
Week 2: Rapid updates + decisions (30 min)
Week 3: Planning session (45 min)
Week 4: Retro + learnings (30 min)

For recurring meetings, check thoughts/shared/product/meeting-notes/ for previous agendas and notes. Reference what was discussed last time, carry over open items, and avoid repeating the same format every week.

One-off meetings need a clear single outcome and should default to 25 minutes. If you cannot define the single outcome, push back on scheduling it.

When to Use This Skill

• Before scheduling any meeting (if no agenda, don't schedule)
• Converting vague meeting requests into structured discussions
• Preparing for stakeholder reviews, planning sessions, or decision meetings
• Ensuring cross-functional meetings stay focused and productive

Core Principles

1. Every Meeting Needs a Clear Purpose

• ✅ "Decide on pricing strategy for Enterprise tier"
• ❌ "Discuss pricing"

2. Time Limits Force Prioritization

• 30-minute default (enough for most topics)
• 60-minute max (beyond this, break into multiple meetings)
• Each agenda item gets a time box

3. Pre-Read > Presentation

• Send context before meeting (docs, data, proposals)
• Use meeting time for discussion, not information transfer
• "Read this doc before the meeting" should be expected

4. Output-Driven

• Every meeting should produce: Decision, Action Items, or Alignment
• If it doesn't, it shouldn't be a meeting

Workflow

Step 1: Define Meeting Metadata

Meeting Title: [Clear, specific title]

Date/Time: [When]
Duration: [15/30/45/60 minutes]
Format: [In-person / Zoom / Hybrid]

Attendees:
- [Name] - [Role] (Required)
- [Name] - [Role] (Required)
- [Name] - [Role] (Optional)

Meeting Owner: [Who's driving this meeting?]
Notetaker: [Who's documenting?]

Step 2: State Meeting Purpose

## Purpose

[One sentence: What is this meeting for?]

Example:
- "Decide whether to build or buy our analytics platform"
- "Align on Q2 roadmap priorities across product teams"
- "Review user research findings and identify top 3 insights"

## Success Criteria

This meeting will be successful if:
- [ ] [Outcome 1: e.g., "We have a go/no-go decision on Feature X"]
- [ ] [Outcome 2: e.g., "Engineering understands scope and timeline"]
- [ ] [Outcome 3: e.g., "All blockers are identified with owners"]

Step 3: Pre-Meeting Requirements

## Pre-Read (Required Before Meeting)

Please review before attending:
- [Document 1: Link + "5 min read"]
- [Document 2: Link + "10 min read"]
- [Data/Dashboard: Link + "quick review"]

Time required: [Total time to prep]

If you haven't reviewed the pre-read, please decline the meeting.

Step 4: Build Time-Boxed Agenda

## Agenda

### [Time: 0-5 min] Context Setting
- Quick recap of background
- Confirm goals for this meeting
- Assign notetaker

### [Time: 5-20 min] [Agenda Item 1]
**Goal:** [What we're trying to accomplish]
**Format:** [Discussion / Presentation / Brainstorm / Decision]
**Presenter:** [Who's leading this section]

Key questions:
- [Question 1]
- [Question 2]
- [Question 3]

### [Time: 20-40 min] [Agenda Item 2]
**Goal:** [What we're trying to accomplish]
**Format:** [Discussion / Presentation / Brainstorm / Decision]
**Presenter:** [Who's leading this section]

Key questions:
- [Question 1]
- [Question 2]

### [Time: 40-55 min] Decision Time
**Decision needed:** [Specific decision to make]
**Decision maker:** [Who has final say]
**Options:** [List options A, B, C]

Vote/discuss to reach decision.

### [Time: 55-60 min] Next Steps & Closing
- Recap decisions made
- Assign action items with owners and due dates
- Schedule follow-ups if needed

Meeting Type Templates

Product Review Meeting

# Product Review: [Feature Name]

**Purpose:** Review [Feature] design and decide on go-to-build

**Duration:** 45 min | **Owner:** [PM Name]

---

## Pre-Read (15 min)

- PRD: [Link]
- Design mockups: [design link]
- User research summary: [Link]

---

## Agenda

### [0-5 min] Context

- Problem we're solving
- Strategic fit

### [5-15 min] Solution Walkthrough

- Design demo (Designer leads)
- User flow explanation

### [15-30 min] Q&A and Feedback

Focus areas:

- Technical feasibility (Engineering)
- User experience concerns (Design)
- Edge cases and risks (Everyone)

### [30-40 min] Decision Discussion

- Go / No-go / Needs changes
- If "needs changes": what specifically?

### [40-45 min] Next Steps

- Decision: [Go/No-go/Iterate]
- Action items with owners
- Timeline confirmation

---

## Success Criteria

- [ ] Decision made: Build / Don't build / Iterate
- [ ] If build: Engineering timeline confirmed
- [ ] If iterate: Specific changes documented

## Estimated Prep Time: 20 minutes

- Review PRD: 10 min
- Review design mockups in design tool: 5 min
- Skim user research summary: 5 min

Strategic Planning Meeting

# Q2 Roadmap Planning

**Purpose:** Prioritize Q2 initiatives and align on goals

**Duration:** 60 min | **Owner:** [PM Name]

---

## Pre-Read (20 min)

- Q1 retro doc: [Link]
- Q2 initiative proposals (6 proposals): [Link]
- Company OKRs for Q2: [Link]

---

## Agenda

### [0-10 min] Q1 Retrospective

- What worked
- What didn't
- Lessons for Q2

### [10-40 min] Q2 Initiative Review

Review each proposal (5 min each):

1. [Initiative 1]: Impact, effort, strategic fit
2. [Initiative 2]: Impact, effort, strategic fit
3. [Initiative 3]: Impact, effort, strategic fit
4. [Initiative 4]: Impact, effort, strategic fit
5. [Initiative 5]: Impact, effort, strategic fit
6. [Initiative 6]: Impact, effort, strategic fit

### [40-55 min] Prioritization Exercise

- Stack rank initiatives
- Discuss trade-offs
- Confirm capacity (what fits in Q2?)

### [55-60 min] Final Decisions

- Committed: [List of initiatives we're doing]
- Backlog: [List of initiatives deferred]
- Action items: Owners for each initiative

---

## Success Criteria

- [ ] Clear Q2 roadmap (3-5 committed initiatives)
- [ ] Each initiative has exec sponsor
- [ ] Capacity confirmed with eng leadership

## Estimated Prep Time: 30 minutes

- Review Q1 retro doc: 10 min
- Skim all 6 initiative proposals: 15 min
- Review company OKRs for Q2: 5 min

Decision Meeting

# Decision: [Topic]

**Purpose:** Make go/no-go decision on [Topic]

**Duration:** 30 min | **Owner:** [Name] | **Decider:** [Name]

---

## Pre-Read (10 min)

- Decision doc: [Link - outlines options, pros/cons, recommendation]
- Supporting data: [Link]

---

## Agenda

### [0-5 min] Frame the Decision

- What we're deciding
- Why now
- Who decides (confirm decision-maker)

### [5-20 min] Evaluate Options

**Option A:** [Pros, cons, risks]
**Option B:** [Pros, cons, risks]
**Option C:** [Pros, cons, risks]

Discuss:

- What evidence supports each option?
- What are we uncertain about?
- What can't we undo later?

### [20-28 min] Make Decision

- Decision-maker's call: [Option chosen]
- Rationale: [Why]
- Dissent captured: [Any concerns to note]

### [28-30 min] Next Steps

- Action items to execute decision
- Communication plan (who needs to know?)
- Timeline for implementation

---

## Success Criteria

- [ ] Clear decision made (Option A/B/C)
- [ ] Rationale documented
- [ ] Action items assigned with owners

## Estimated Prep Time: 15 minutes

- Read decision doc (options, pros/cons, recommendation): 10 min
- Review supporting data: 5 min

Difficult Conversation / Conflict Resolution Meeting

For meetings where tension or disagreement is expected:

# Discussion: [Topic Where Perspectives Differ]

**Purpose:** Reach alignment on [Topic] despite differing perspectives

**Duration:** 45 min | **Owner:** [Neutral facilitator, ideally not a party to the disagreement]

---

## Pre-Read (10 min)

- Shared facts and data: [Link - agreed-upon data, not interpretations]
- Perspective A summary: [Link or 3-bullet summary]
- Perspective B summary: [Link or 3-bullet summary]

---

## Ground Rules

- We assume good intent from everyone
- Critique ideas, not people
- Focus on user/business impact, not personal preference
- The decision-maker will decide, but all perspectives will be heard

## Agenda

### [0-5 min] Acknowledge the Tension

- Name the disagreement explicitly (don't pretend it doesn't exist)
- Confirm shared goals: "We all want [X], we disagree on how to get there"
- Remind everyone of the ground rules

### [5-10 min] Present Shared Facts & Data

- Walk through the data everyone agrees on
- Identify where interpretations diverge
- Separate facts from opinions

### [10-25 min] Each Perspective Gets Equal Airtime

**Perspective A** (7 min):

- State your position
- Share your reasoning
- Name your biggest concern if we go the other way

**Perspective B** (7 min):

- State your position
- Share your reasoning
- Name your biggest concern if we go the other way

(No interruptions during each person's time)

### [25-35 min] Structured Decision Process

- What do both sides agree on?
- Where is the core disagreement?
- Can we find a compromise or hybrid?
- What would change each side's mind?
- Is there a way to test with data (A/B test, pilot)?

### [35-45 min] Decision & Clear Next Steps

- Decision-maker states decision and rationale
- Capture dissent (it's OK to disagree and commit)
- Define clear next steps regardless of outcome
- Set a check-in date to revisit if needed

---

## Success Criteria

- [ ] All perspectives were heard and documented
- [ ] A clear decision was made (or a decision process was agreed upon)
- [ ] Everyone can articulate the rationale, even if they disagree
- [ ] Next steps have owners and dates
- [ ] Relationships are intact (no lingering resentment)

## Estimated Prep Time: 15 minutes

- Review shared facts and data: 5 min
- Read Perspective A and Perspective B summaries: 5 min
- Reflect on your own position and potential compromises: 5 min

When to use this template:

• Two teams disagree on approach (build vs buy, feature scope, timeline)
• A stakeholder is pushing for something that conflicts with strategy
• Past discussions have gone in circles without resolution
• There's visible tension that needs to be addressed directly

Brainstorm / Ideation Meeting

# Brainstorm: [Topic]

**Purpose:** Generate ideas for [Problem/Opportunity]

**Duration:** 45 min | **Owner:** [Name]

---

## Pre-Read (5 min)

- Problem statement: [Link]
- Constraints: [What we can't change]
- Success metrics: [How we'll measure good ideas]

---

## Agenda

### [0-5 min] Set the Stage

- Problem we're solving
- Rules: No bad ideas, quantity > quality, build on others' ideas

### [5-30 min] Idea Generation

**Round 1:** Individual brainstorm (10 min)

- Everyone writes ideas independently (Miro/Figjam/Post-its)

**Round 2:** Group sharing (15 min)

- Go around, share 1-2 ideas each
- Build on others' ideas

**Round 3:** Wild ideas (5 min)

- "What if we had unlimited budget/time?"
- "What would [Company X] do?"

### [30-40 min] Clustering & Themes

- Group similar ideas
- Identify themes
- Spot patterns

### [40-45 min] Next Steps

- Top 5-10 ideas to explore further
- Owners for quick prototypes/research
- Timeline for follow-up evaluation

---

## Success Criteria

- [ ] 20+ ideas generated
- [ ] Top 5-10 ideas identified for further exploration
- [ ] Owners assigned to prototype/validate top ideas

## Estimated Prep Time: 10 minutes

- Read problem statement and constraints: 5 min
- Brainstorm 3-5 initial ideas on your own before the meeting: 5 min

Output Format

# [Meeting Title]

📅 **Date/Time:** [When]
⏱️ **Duration:** [Length]
👥 **Attendees:** [List]
🎯 **Owner:** [Name]

---

## Purpose

[One-sentence goal]

**Success criteria:**

- [ ] [Outcome 1]
- [ ] [Outcome 2]

---

## Pre-Read (Required)

⏰ Time required: [X minutes]

- [Doc 1]: [Link] (X min read)
- [Doc 2]: [Link] (X min read)

⚠️ If you haven't reviewed the pre-read, please decline this meeting.

---

## Agenda

### [0-X min] [Section Title]

**Goal:** [What this section accomplishes]

[Details, questions, or discussion points]

### [X-Y min] [Section Title]

**Goal:** [What this section accomplishes]

[Details, questions, or discussion points]

[Continue for all sections...]

---

## Decisions Needed

1. **[Decision 1]**
   - Options: A, B, C
   - Decision maker: [Name]

2. **[Decision 2]**
   - Options: A, B
   - Decision maker: [Name]

---

## Action Items Template

[Will be filled during meeting]

| Action Item | Owner  | Due Date |
| ----------- | ------ | -------- |
| [Task 1]    | [Name] | [Date]   |
| [Task 2]    | [Name] | [Date]   |

---

## Follow-Up

- Next meeting (if needed): [Date/topic]
- Decisions to communicate: [Who needs to know?]

---

## Estimated Prep Time: [X] minutes

- [Prep task 1]: [estimated time] (e.g., "Review Q1 metrics dashboard: 5 min")
- [Prep task 2]: [estimated time] (e.g., "Skim stakeholder's last 3 updates: 3 min")

Advanced Techniques

The "No Agenda, No Attenda" Rule

If someone sends you a meeting invite without an agenda:

"Thanks for the invite! To make best use of everyone's time, could you send:
1. Meeting goal (one sentence)
2. Pre-read materials (if any)
3. Time-boxed agenda

Happy to join once I know how to prepare!"

Progressive Agendas

For recurring meetings, alternate formats:

Week 1: Deep dive on one topic (60 min)
Week 2: Rapid updates + decisions (30 min)
Week 3: Planning session (45 min)
Week 4: Retro + learnings (30 min)

Asynchronous Pre-Meeting Voting

For decisions, collect input before meeting:

Pre-meeting survey (5 min to complete):
1. Which option do you prefer? (A/B/C)
2. What concerns do you have?
3. What information would change your mind?

Results: [Link to responses]
Meeting focuses on discussing concerns, not rehashing basics.

Common Mistakes to Avoid

❌ No time limits (topics expand to fill time) ✅ Strict time boxes for each section

❌ "Status update" meetings (send async instead) ✅ Meetings for decisions, discussion, or collaboration only

❌ 10+ people (too many voices, no decisions) ✅ 3-7 people ideal (Amazon "two-pizza rule")

❌ Back-to-back meetings (no processing time) ✅ 25/50-minute meetings (built-in buffer)

❌ Presenters reading slides (waste of time) ✅ Pre-read decks, use meeting for Q&A

Pro Tips

1. Default to 25 minutes: Not 30. Build in processing time.
2. Send agenda 24 hours before: Give people time to prepare
3. Required vs optional attendees: Be explicit
4. Assign a notetaker: Not the meeting owner
5. End with recap: Decisions + action items, stated aloud
6. Cancel if not needed: If async would work, cancel meeting
7. No-laptop rule: (for some meetings) Full attention

Integration with Other Skills

After the meeting:

• /meeting-notes - Document outcomes and action items
• /meeting-cleanup - Process batch of meetings from one day
• /decision-doc - Formalize decisions made in meeting

Before the meeting:

• /prd-draft - Create spec to review in meeting
• /status-update - Pre-read for stakeholder meetings

Questions to Ask Before Creating Agenda

1. Is this meeting necessary? (Could it be async?)
2. Who's the decision-maker? (If none, maybe it's not a meeting)
3. What's the pre-read? (How do people prepare?)
4. What's the one thing? (If we only accomplish one thing, what is it?)
5. Who really needs to be there? (Optional vs required)

Post-Meeting: Pre-Formatted Notes Stub

After generating the agenda, also create a matching meeting notes stub that can be used with /meeting-notes after the meeting. This saves time and ensures continuity between agenda and notes.

# Meeting Notes: [Meeting Title] - [Date]

**Attendees:** [Pre-filled from agenda]
**Notetaker:** [Assigned in agenda]

---

## Agenda Item 1: [Title from agenda]

## **Discussion:**

## **Decision:**

---

## Agenda Item 2: [Title from agenda]

## **Discussion:**

## **Decision:**

---

[Repeat for all agenda items]

---

## Action Items

| Action Item | Owner | Due Date |
| ----------- | ----- | -------- |
|             |       |          |
|             |       |          |

## Open Questions / Parking Lot

-

## Follow-Up

- Next meeting needed?
- Notes to share with:

Save this stub alongside the agenda so the PM can fill it in during or right after the meeting.

Output Quality Self-Check

Before delivering the agenda, verify:

• Clear purpose: The meeting purpose is one specific sentence, not vague ("discuss X")
• Success criteria defined: At least one measurable outcome for "this meeting was worth it"
• Every section time-boxed: No open-ended agenda items
• Pre-read specified: Materials linked with estimated read time (or explicitly "none needed")
• Right attendees: Required vs optional clearly marked; no more than 7 required attendees
• Decision-maker identified: If a decision is needed, the decider is named
• Total time adds up: Time boxes sum to the meeting duration (not over or under)
• Meeting notes stub created: A matching notes template is generated alongside the agenda
• Async alternative considered: The diagnostic confirmed this meeting is truly necessary
• Context referenced: Relevant past meetings, PRDs, or strategy docs are linked in pre-read
• Prep time estimate included: Specific prep tasks listed with estimated times for each

If any check fails, revise before delivering.

Remember: A great agenda is half the battle. The other half is actually sticking to it during the meeting.

Context Routing Strategy

When the PM uses /meeting-agenda, I automatically:

1. Check Recent Meeting Context

Source: thoughts/shared/product/meeting-notes/, recent decisions and action items

• What I look for: Related meetings, earlier discussions, open questions
• How I use it: Reference previous context in pre-read section
• Example: "You discussed pricing Thursday, this follow-up should assume people remember that"

2. Pull Stakeholder Communication Preferences

Source: thoughts/shared/pm/context/stakeholder-template.md

• What I look for: How each stakeholder prefers communication, decision style
• How I use it: Format agenda and pre-read to match their preferences
• Example: "CFO prefers numbers first, I'll put financial data in pre-read"

3. Reference Relevant PRDs & Strategy

Source: thoughts/shared/pm/prds/, thoughts/shared/pm/frameworks/

• What I look for: Strategic context that informs meeting purpose
• How I use it: Add strategic rationale to meeting purpose statement
• Example: "This decision affects H1 roadmap, reference that in purpose"

4. Check Attendee Availability & Context

Source: Stakeholder profiles, org structure

• What I look for: Who actually needs to be in this meeting
• How I use it: Suggest required vs optional attendees
• Example: "Design lead could be optional if this is strategy-only discussion"

5. Create Pre-Read Artifacts if Needed

Source: Related PRDs, decisions, data

• What I look for: Documentation that already exists and should be pre-read
• How I use it: Link to existing docs rather than recreating context
• Example: "Link to decision-doc from last week rather than re-explain it"

6. Route to Meeting Notes Post-Meeting

Routing logic:

• After meeting: Use /meeting-notes to capture outcomes
• Multiple meetings: Use /meeting-cleanup at end of day
• Decision made in meeting: Route to /decision-doc if it needs formal documentation