our-claude-skills/custom-skills/05-ourdigital-document/shared/references/agenda_templates.md

Agenda Templates Guide

Overview

Templates for deriving meeting agendas from research content.

Agenda Derivation Process

Step 1: Topic Identification

Extract potential agenda items from research:

1. Main section headers → Primary topics
2. Key findings → Discussion points
3. Data insights → Review items
4. Recommendations → Decision points
5. Open questions → Discussion topics

Step 2: Priority Assignment

Score each topic by:

• Urgency: Time-sensitive? (0-5)
• Impact: Business impact? (0-5)
• Complexity: Discussion needed? (0-5)
• Dependencies: Blocks other work? (0-5)

Step 3: Time Allocation

Estimate discussion time:

• Simple update: 3-5 minutes
• Data review: 5-10 minutes
• Discussion topic: 10-15 minutes
• Decision point: 15-20 minutes
• Strategic planning: 20-30 minutes

Meeting Type Templates

Executive Review Meeting

1. Executive Summary (5 min)
   - Key achievements
   - Critical metrics
   
2. Performance Review (10 min)
   - KPI dashboard
   - Trend analysis
   
3. Strategic Topics (20 min)
   - Market opportunities
   - Competitive landscape
   
4. Decision Points (15 min)
   - Resource allocation
   - Priority changes
   
5. Next Steps (5 min)
   - Action items
   - Follow-up schedule

Project Status Meeting

1. Project Overview (3 min)
   - Current phase
   - Overall timeline
   
2. Progress Update (10 min)
   - Completed milestones
   - Current activities
   
3. Blockers & Risks (15 min)
   - Issue discussion
   - Mitigation plans
   
4. Resource Needs (10 min)
   - Team requirements
   - Budget status
   
5. Next Sprint Planning (10 min)
   - Upcoming milestones
   - Task assignments

Strategy Planning Session

1. Context Setting (10 min)
   - Market analysis
   - Current position
   
2. Opportunity Assessment (20 min)
   - Growth areas
   - Innovation possibilities
   
3. Challenge Analysis (15 min)
   - Competitive threats
   - Internal limitations
   
4. Strategic Options (20 min)
   - Scenario planning
   - Trade-off analysis
   
5. Decision Framework (15 min)
   - Evaluation criteria
   - Next steps

Customer/Partner Meeting

1. Introductions & Objectives (5 min)
   - Meeting goals
   - Agenda overview
   
2. Current Status (10 min)
   - Project update
   - Recent achievements
   
3. Discussion Topics (25 min)
   - Requirements review
   - Feedback discussion
   
4. Next Steps (10 min)
   - Action items
   - Timeline alignment
   
5. Q&A (10 min)
   - Open questions
   - Clarifications

Team Brainstorming Session

1. Problem Statement (5 min)
   - Challenge definition
   - Success criteria
   
2. Context Sharing (10 min)
   - Research findings
   - Constraints
   
3. Idea Generation (25 min)
   - Open brainstorming
   - Concept exploration
   
4. Idea Prioritization (15 min)
   - Feasibility assessment
   - Impact evaluation
   
5. Action Planning (10 min)
   - Next steps
   - Owner assignment

Agenda Item Formulation

From Finding to Agenda Item

Research Finding: "Customer satisfaction decreased 15% in Q4" Agenda Item: "Q4 Customer Satisfaction Analysis & Recovery Plan" Time: 15 minutes Discussion Points:

• Root cause analysis
• Customer feedback themes
• Proposed improvements
• Success metrics

From Data to Discussion

Data Point: "Conversion rate: 2.3% (industry avg: 3.5%)" Agenda Item: "Conversion Optimization Strategy" Time: 20 minutes Discussion Points:

• Benchmark analysis
• Bottleneck identification
• Improvement initiatives
• Resource requirements

From Recommendation to Decision

Recommendation: "Expand into European market" Agenda Item: "European Market Expansion Decision" Time: 25 minutes Decision Points:

• Market opportunity validation
• Investment requirements
• Risk assessment
• Go/No-go decision

Dynamic Agenda Adjustments

For Limited Time (30 min meeting)

• Focus on critical decisions only
• Combine related topics
• Move updates to pre-read
• Schedule follow-ups for details

For Extended Discussion (90+ min)

• Add break time (10 min at 45 min mark)
• Include deep-dive sections
• Add buffer time for Q&A
• Include working session time

For Mixed Audience

• Start with common interests
• Segment specialized topics
• Plan parallel tracks if needed
• End with unified next steps

Agenda Optimization Tips

Topic Sequencing

1. Energy curve: High-energy topics after warm-up
2. Decision fatigue: Critical decisions early
3. Logical flow: Dependencies first
4. Engagement: Mix presentation and discussion

Time Management

• 80% rule: Plan for 80% of available time
• Buffer zones: 5-minute buffers between major topics
• Parking lot: Designate time for unexpected items
• Hard stops: Clear end times for each section

Participation Planning

• Speaker rotation: Distribute presentation duties
• Discussion leaders: Assign topic owners
• Note takers: Rotate responsibility
• Timekeeper: Designated role

Output Formats

Detailed Agenda

## Meeting: [Title]
**Date**: [Date] | **Time**: [Duration] | **Location**: [Place/Virtual]

### Attendees
- Required: [List]
- Optional: [List]

### Objectives
1. [Primary objective]
2. [Secondary objective]

### Agenda

#### 1. [Topic Name] (10 min) - [Owner]
**Objective**: [What to achieve]
**Materials**: [Pre-read links]
**Discussion Points**:
- [Point 1]
- [Point 2]
**Decision Needed**: [Yes/No - what decision]

[Continue for each topic...]

### Pre-Work
- [ ] Review [document]
- [ ] Prepare [input]

### Success Metrics
- [ ] [Metric 1]
- [ ] [Metric 2]

Quick Agenda

## [Meeting Title] - [Date]

1. [Topic 1] - [Duration] - [Owner]
2. [Topic 2] - [Duration] - [Owner]
3. [Topic 3] - [Duration] - [Owner]
4. Next Steps - 5 min

Total: [Total Duration]