Meeting Agenda Template

What is a meeting agenda template?

A meeting agenda template is a structured format that defines the purpose, topics, time allocations, and expected outcomes for a meeting before it begins. It gives every participant a clear view of what will be discussed, who is responsible for each item, and what decisions need to be made — so meetings run efficiently and produce actionable results.

Without a meeting agenda template, meetings drift. Topics expand beyond their allotted time, key items get pushed to “next time”, and attendees leave unclear on decisions or follow-up ownership. A structured agenda keeps the chair in control, helps participants prepare, and creates a record that links directly to the meeting minutes once the session ends.

Who should use this template?

This meeting agenda template is for anyone who organises or chairs meetings:

• Project Managers — structure steering committee and sprint review agendas so every session produces clear decisions
• Team Leads — run weekly stand-ups and team meetings with consistent topics and time discipline
• Board Secretaries — prepare formal agendas for governance meetings that meet compliance requirements
• Executive Assistants — draft and circulate agendas on behalf of senior leaders, ensuring pre-read materials are attached

What’s included in this template?

The template has two parts: structured metadata fields and the agenda body.

Metadata fields classify each agenda:

• Meeting title and type (e.g. steering committee, team sync, project review)
• Date, time, and location (or virtual link)
• Chair and minute-taker
• Invited attendees
• Status — draft, circulated, or finalised

Agenda body structures the meeting:

• Meeting objective — the single sentence that defines why this meeting exists and what success looks like
• Discussion items — numbered topics with owner, time allocation, and expected outcome (decision, information, or discussion)
• Pre-read materials — links to documents, reports, or dashboards attendees should review before the meeting
• Standing items — recurring topics such as previous action review, risks, and any other business
• Next steps — placeholder for decisions and actions captured during the meeting

How to create and customise this template in Elium

1. Open the Template Builder — Go to your profile menu and select the Template Builder tab, or click “+ Create” and choose “Create a new template”.
2. Set the scope — Choose an icon, enable the template, and decide whether it applies platform-wide or to specific spaces (e.g. your Projects or Governance space).
3. Add structured fields — Click “Field” to add metadata: a text field for meeting title, a tag field for meeting type (pre-populate with your recurring meeting types), date and time fields, user fields for chair and minute-taker, a multi-user field for attendees, and a tag field for status (pre-populate with “Draft”, “Circulated”, “Finalised”). Mark meeting title and date as mandatory.
4. Build the agenda structure — Use the “+” button to add content blocks: a text block for the meeting objective, a table block for discussion items (columns: topic, owner, time, expected outcome), a link block for pre-read materials, a bulleted list block for standing items, and a text block for next steps.
5. Preview and save — Review the template layout, then save. Meeting organisers can now select it when creating new agendas, and you can apply it to existing content in bulk.

How AI helps you create and use this template

Capture faster. Paste notes from a planning conversation or email thread into Elium’s AI. It identifies discussion topics, suggests time allocations based on complexity, and drafts a structured agenda — so the organiser reviews and adjusts rather than building from scratch.

Retrieve smarter. Before a recurring meeting, a project manager asks Elium’s AI: “What open actions were carried over from last month’s steering committee?” The AI returns outstanding items from the previous agenda and minutes — ready to add to the standing items section.

Why teams use Elium for meeting agendas

A meeting agenda is only useful when attendees see it before the meeting and can access it during the discussion. If agendas live in email attachments, they get buried and arrive without links to the pre-read materials that make preparation possible. Elium keeps agendas connected: each agenda links to the documents it references, and after the meeting the agenda connects directly to the minutes and decision log.

Bouygues Construction — a global construction group with 53,500 employees across 80 countries — uses Elium to run fully digital committee meetings. The platform replaced printed agendas and disconnected file stores, giving organisers and attendees a single place to prepare and follow up.