Agenda creation

To make sure your meetings are meaningful, create an agenda to maximize meeting productivity. First, define the meeting's primary objective — whether it's reaching a design decision, aligning on technical constraints, or planning sprint commitments. This core purpose shapes every subsequent agenda choice.

Next, break down this objective into specific discussion topics and arrange them strategically. Allocate time for each section based on the depth and complexity of the topic. For example, open with a quick context-setting (5 minutes), place complex decisions when energy is highest (first 30 minutes), and end with clear action items (10 minutes). For each topic, assign an owner, expected outcome, and realistic time allocation based on complexity.

Finally, distribute the agenda 24-72 hours before the meeting with any pre-work clearly marked.^[1] Pre-work might include reviewing design files, reading technical documentation, or preparing specific questions. The agenda should specify required attendees for each segment, allowing optional participants to join only relevant discussions.