Meeting Agenda Template

Productive meetings keep your band aligned and moving forward. This template helps you run focused, efficient meetings that respect everyone's time.

Why Meeting Agendas Matter

With an Agenda:

• Clear purpose and focus
• Time used efficiently
• Everyone prepared
• Decisions get made
• Action items assigned
• Progress happens

Without an Agenda:

• Unclear purpose
• Time wasted
• People unprepared
• Decisions delayed
• Nothing gets done
• Frustration builds

When to Have Band Meetings

Regular Meetings

Monthly Business Meeting:

• Review progress
• Make decisions
• Plan ahead
• Address issues
• Align on priorities

Quarterly Planning Meeting:

• Set goals for next quarter
• Review previous quarter
• Big picture planning
• Strategic decisions

Annual Vision Meeting:

• Review year
• Set annual goals
• Revisit vision
• Major planning

Special Purpose Meetings

Decision-Making Meeting:

• Make specific decision
• Discuss options
• Reach agreement

Problem-Solving Meeting:

• Address specific issue
• Find solutions
• Create action plan

Planning Meeting:

• Plan tour/album/project
• Logistics and details
• Assign responsibilities

Check-In Meeting:

• How is everyone?
• Any concerns?
• Team health

Meeting Agenda Template

Meeting Information

Date: _______________ Time: _______________ to _______________ (Duration: ___ min) Location/Platform: _______________ Meeting Type: Regular Planning Decision Problem-Solving Check-In

Attendees:

• Member 1
• Member 2
• Member 3
• Member 4

Facilitator: _______________ Note-Taker: _______________

Meeting Purpose

Why are we meeting?

What do we need to accomplish?

Success looks like:

Agenda

1. Check-In (5 minutes)

Time: : - :

Purpose: Connect as humans, gauge energy

Process:

• Quick personal check-in from each person
• How are you feeling today?
• Anything affecting your focus?

Notes:

2. Review Previous Action Items (10 minutes)

Time: : - :

Purpose: Accountability and follow-through

Action Items from Last Meeting:

Discussion:

3. Topic 1: Name (15 minutes)

Time: : - :

Purpose: _______________

Background:

Discussion Questions:

Decision Needed:

• Yes - Decision: _______________
• No - Next steps: _______________

Action Items:

Notes:

4. Topic 2: Name (15 minutes)

Time: : - :

Purpose: _______________

Background:

Discussion Questions:

Decision Needed:

• Yes - Decision: _______________
• No - Next steps: _______________

Action Items:

Notes:

5. Topic 3: Name (10 minutes)

Time: : - :

Purpose: _______________

Background:

Discussion Questions:

Decision Needed:

• Yes - Decision: _______________
• No - Next steps: _______________

Action Items:

Notes:

6. Quick Updates (5 minutes)

Time: : - :

Purpose: Share brief updates that don't need discussion

Updates:

7. Parking Lot Items (5 minutes)

Time: : - :

Purpose: Capture items for future discussion

Items to Address Later:

8. Wrap-Up & Next Steps (5 minutes)

Time: : - :

Summary:

• What did we decide?
• What are the action items?
• What's next?

Action Items Summary:

Next Meeting:

• Date: _______________
• Time: _______________
• Purpose: _______________

Closing:

• Any final thoughts?
• Appreciation or acknowledgments?

Meeting Facilitation Guide

Before the Meeting

Facilitator Responsibilities:

• Create agenda (at least 24 hours before)
• Share agenda with all attendees
• Gather input on agenda items
• Prepare materials needed
• Set up space/tech (if virtual)
• Send reminder (day before)

All Attendees:

• Review agenda
• Prepare for topics
• Complete action items from last meeting
• Submit agenda items if needed
• Block time and show up on time

During the Meeting

Facilitator's Role:

Start on Time:

• Begin even if someone's late
• Respect those who arrived on time

Set the Tone:

• Welcome everyone
• Review agenda and goals
• Confirm end time

Keep Things Moving:

• Watch the time
• Keep discussion focused
• Redirect off-topic conversations
• Move to parking lot when needed

Ensure Participation:

• Draw out quiet members
• Manage dominant voices
• Create space for all perspectives

Drive to Decisions:

• Summarize discussion
• Clarify decision needed
• Facilitate decision-making
• Document decisions

Capture Action Items:

• Note who's doing what
• Confirm deadlines
• Ensure clarity

End on Time:

• Summarize outcomes
• Review action items
• Thank everyone

Note-Taker's Role:

• Document key discussion points
• Record all decisions made
• Capture action items with owners and deadlines
• Note parking lot items
• Share notes within 24 hours

All Attendees' Responsibilities:

• Show up on time
• Come prepared
• Participate actively
• Stay focused (no phones/distractions)
• Listen respectfully
• Contribute constructively
• Support decisions made

After the Meeting

Facilitator:

• Review notes with note-taker
• Ensure notes are shared
• Follow up on action items
• Schedule next meeting

Note-Taker:

• Clean up and organize notes
• Share with all attendees within 24 hours
• Include action items clearly

All Attendees:

• Review meeting notes
• Complete assigned action items
• Communicate progress or issues
• Prepare for next meeting

Sample Meeting Agendas

Monthly Business Meeting (60 minutes)

Purpose: Review progress, make decisions, plan ahead

Agenda:

1. Check-In (5 min)
2. Review Action Items (10 min)
3. Financial Update (10 min)
4. Upcoming Shows Discussion (15 min)
5. New Opportunity Decision (15 min)
6. Quick Updates (5 min)
7. Wrap-Up (5 min)

Quarterly Planning Meeting (90 minutes)

Purpose: Set goals and plan for next quarter

Agenda:

1. Check-In (5 min)
2. Q1 Review - What Went Well/What Didn't (20 min)
3. Q2 Goals Discussion (30 min)
4. Q2 Planning - Shows, Recording, etc. (25 min)
5. Budget Review (10 min)
6. Wrap-Up & Action Items (10 min)

Decision-Making Meeting (45 minutes)

Purpose: Decide whether to record new album

Agenda:

1. Check-In (5 min)
2. Background & Context (10 min)
3. Options Discussion (15 min)
4. Decision-Making (10 min)
5. Next Steps Planning (5 min)

Problem-Solving Meeting (60 minutes)

Purpose: Address attendance issues

Agenda:

1. Check-In (5 min)
2. Define the Problem (10 min)
3. Understand Root Causes (15 min)
4. Brainstorm Solutions (15 min)
5. Agree on Solution (10 min)
6. Action Plan (5 min)

Meeting Best Practices

1. Always Have an Agenda

Why: Without agenda, meetings wander

How:

• Create agenda before every meeting
• Share 24 hours in advance
• Stick to it during meeting

2. Start and End on Time

Why: Respects everyone's time

How:

• Start even if someone's late
• Give 5-minute warning before end
• Stop when time is up
• Schedule follow-up if needed

3. One Conversation at a Time

Why: Side conversations derail meetings

How:

• Facilitator redirects
• Everyone stays focused
• Parking lot for off-topic items

4. Make Decisions

Why: Meetings should produce outcomes

How:

• Clarify what decision is needed
• Discuss options
• Use decision-making framework
• Document decision
• Move on

5. Assign Action Items

Why: Ensures follow-through

How:

• Specific action
• Clear owner
• Defined deadline
• Document and share

6. Use Parking Lot

Why: Captures important items without derailing

How:

• Note items that come up
• Don't discuss in detail now
• Schedule for future discussion
• Don't lose good ideas

Common Meeting Mistakes

Mistake 1: No Agenda

Problem: Meeting wanders, wastes time

Solution: Always create and share agenda

Mistake 2: Running Over Time

Problem: Disrespects people's time

Solution: Stick to time limits, schedule follow-up if needed

Mistake 3: No Decisions Made

Problem: Meeting feels unproductive

Solution: Drive to decisions, document them

Mistake 4: No Action Items

Problem: Nothing happens after meeting

Solution: Assign specific actions with owners and deadlines

Mistake 5: Dominated by One Person

Problem: Others disengage

Solution: Facilitator manages participation

Mistake 6: No Follow-Up

Problem: Decisions and action items forgotten

Solution: Share notes, track action items

Meeting Checklist

Before Meeting

• Agenda created and shared (24 hours ahead)
• All attendees confirmed
• Materials prepared
• Space/tech set up
• Reminder sent

During Meeting

• Started on time
• Agenda reviewed
• Time managed
• All voices heard
• Decisions made and documented
• Action items assigned
• Ended on time

After Meeting

• Notes shared (within 24 hours)
• Action items tracked
• Next meeting scheduled
• Follow-up as needed

Key Takeaways

1. Always have an agenda - Shared 24 hours in advance
2. Start and end on time - Respect everyone's time
3. Stay focused - Use parking lot for off-topic items
4. Make decisions - Don't just discuss endlessly
5. Assign action items - With owners and deadlines
6. Share notes - Within 24 hours
7. Follow through - Track and complete action items

Productive meetings keep your band aligned and moving forward. Use this template to run focused, efficient meetings that respect everyone's time and produce real outcomes.