Meeting Notes Template
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Templates / Team and management
Team meeting agenda

Team meeting agenda and notes template

A team meeting agenda should spend most of the time on what needs the whole team: problems someone is stuck on, decisions to make together, and who takes what this week. Collect updates in writing before the meeting and only discuss the ones that raise a question. Start by checking last week's action items, and end by reading back each new one with its owner and date.

Best forTeams of 3 to 12 people who work together every week
Meeting length30 to 45 minutes, weekly or every two weeks
SectionsLast week's action items, updates, numbers, blockers, decisions, not decided yet, priorities, action items
VersionsNotes for each meeting, or one running doc with the newest week on top and a weeks-open count for each carried item
FormatsGoogle Docs, Word, Notion, Markdown
Word Markdown
Weekly team meeting agenda.docx
Weekly team meeting agenda
Date Time30 minWhereRoom or video linkRun by Notes by Before the meetingAdd your update to the doc by 5 p.m. the day before
ItemOwnerTimeWhat we need to leave with
Last week's action itemsNotes taker5 minEach item done, moved to a date, or dropped
Questions on written updatesAnyone5 minAnswers, or a follow-up with a name
NumbersTeam lead3 minWhat moved and whether anyone needs to act
BlockersAnyone stuck6 minA name and a date next to each blocker
Decisions neededWhoever raised it6 minA decision, or who decides and by when
This week's prioritiesEveryone3 minNo gaps, no two people on the same thing
Read back new action itemsNotes taker2 minEach new item has one owner and a due date
Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.
Best forTeams of 3 to 12 people who work together every week
Meeting length30 to 45 minutes, weekly or every two weeks
SectionsLast week's action items, updates, numbers, blockers, decisions, not decided yet, priorities, action items
VersionsNotes for each meeting, or one running doc with the newest week on top and a weeks-open count for each carried item
FormatsGoogle Docs, Word, Notion, Markdown

When to use this template

Questions people ask

What should be on a team meeting agenda?
Last week's action items, questions on written updates, the two or three numbers the team owns, blockers, decisions the team needs to make together, and who's on what this week. Finish by reading back the new action items. Anything that's only news can go in the written updates instead.
How is a team meeting different from a staff meeting or a standup?
A daily standup is a 15-minute check on today's work and blockers. A staff meeting covers what affects everyone working in one place, like schedules, coverage and policy changes. A team meeting sits between them: once a week or every two weeks, the people who work on the same goals look back, decide what needs deciding and split up the week.
Who should run the team meeting?
Usually the team lead, but it works well to rotate the note taker each week, so the lead can focus on the discussion. Some teams also rotate who runs it, which spreads the habit of keeping items to time.
What if there's nothing to discuss?
If the updates are in, nobody is blocked and there's nothing to decide, end early or cancel and say so in the channel. A short meeting that ends on time makes people more willing to come to the next one.
Should we keep one running document or a new document each week?
For a weekly team meeting, one running document with the newest meeting at the top works well: open items stay visible, and anyone can scroll back to see when a decision was made. That's the Running doc tab. Start a new document each quarter so it stays fast to load, and carry open items into it or into an action items tracker.
How do you stop the same items carrying forward every week?
Count the weeks. Once an item shows four or more weeks open, the meeting asks one question: fix what is blocking it, give it to someone else, or drop it on purpose. Writing the count down is usually enough to make people act.
What if an action item is not mentioned the following week?
Mark it "needs confirming" and ask the owner. Silence does not mean it is done, and after a few weeks unconfirmed items quietly disappear.

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