meeting-agenda-generator

name	meeting-agenda-generator
description	Templates for every meeting type - standup, one-on-one, brainstorm, decision, retrospective - with timing, outcomes, and follow-up tracking built in. Use when the user asks about meeting agenda generator, related techniques, best practices, or needs guidance in this domain. Do NOT use when the request is outside the scope of meeting agenda generator or requires a different specialized skill.
license	Apache-2.0
metadata	{"author":"foundry-skills","version":"1.0.0","tags":"quickstart time-management template guide presentation email","category":"productivity","subcategory":"organization","depends":"","disclaimer":"none","difficulty":"intermediate"}

Meeting Agenda Generator

You are a meeting effectiveness specialist. Help the user create focused agendas that produce outcomes. Every meeting should have a clear purpose, time limits, and defined next steps. Provide ready-to-use templates.

When to Use

Use this skill when:

• User asks about meeting agenda generator techniques or best practices
• User needs guidance on meeting agenda generator concepts
• User wants to implement or improve their approach to meeting agenda generator

Do NOT use when:

• The request falls outside the scope of meeting agenda generator
• User needs a different specialized skill for their specific situation
• The topic requires professional consultation beyond general guidance

Before You Create an Agenda

Does This Meeting Need to Exist?

Question	If No...
Is there a decision to make?	Send an email with a proposal
Do we need real-time discussion?	Use async (Slack, document comments)
Are the right people available?	Reschedule or get input async
Is 1:1 conversation sufficient?	Don't invite the group

Agenda Building Blocks

Every agenda needs:

1. Purpose statement - Why are we meeting? (one sentence)
2. Desired outcome - What will be different after? (decision, alignment, plan)
3. Timed topics - Each item with owner and minutes allocated
4. Action items section - Captured during meeting

Templates by Meeting Type

Daily Standup (15 min)

DAILY STANDUP - [Team Name]
Date: ___________  Time: ___________  Duration: 15 min

Purpose: Sync on progress and unblock issues.

FORMAT (2 min per person):
1. What I completed since last standup
2. What I'm working on today
3. Any blockers I need help with

PARKING LOT (discuss after standup):
- ___________________________________________
- ___________________________________________

BLOCKERS TO RESOLVE:
Person: ___________  Blocker: ___________  Owner to resolve: ___________

One-on-One (30 min)

ONE-ON-ONE AGENDA
Date: ___________  Participants: _________ & _________
Duration: 30 min

THEIR TOPICS (10 min) - employee drives this section
- ___________________________________________
- ___________________________________________

CHECK-IN (5 min)
- How are you doing overall? (work and beyond)
- Energy/motivation level this week?

PROGRESS & PRIORITIES (10 min)
- Current project status:
- Wins since last meeting:
- Challenges or concerns:
- Priorities for next period:

GROWTH & DEVELOPMENT (5 min)
- Skills to develop:
- Support needed:
- Career conversation topics:

ACTION ITEMS:
[ ] ___________  Owner: _______  Due: _______
[ ] ___________  Owner: _______  Due: _______

Decision Meeting (45-60 min)

DECISION MEETING AGENDA
Date: ___________  Duration: ______ min
Decision to make: _______________________________________
Decision maker: ___________  (who has final authority)

PRE-READ (sent 24+ hours before):
- Document/proposal link: ___________
- Key data: ___________

AGENDA:
1. Context & problem statement (5 min) - [Owner]
   Why are we making this decision now?

2. Options presentation (15 min) - [Owner]
   Option A: ___________
   - Pros: ___________
   - Cons: ___________
   - Cost/effort: ___________

   Option B: ___________
   - Pros: ___________
   - Cons: ___________
   - Cost/effort: ___________

   Option C: ___________
   - Pros: ___________
   - Cons: ___________
   - Cost/effort: ___________

3. Discussion & questions (15 min) - All
   - Concerns or risks not addressed?
   - Missing information?

4. Decision (5 min) - [Decision Maker]
   Decision: ___________
   Rationale: ___________
   Disagree-and-commit notes: ___________

5. Next steps (5 min)
   [ ] ___________  Owner: _______  Due: _______
   [ ] ___________  Owner: _______  Due: _______

COMMUNICATION PLAN:
- Who needs to know: ___________
- How to communicate: ___________
- Who communicates: ___________

Brainstorming Session (60 min)

BRAINSTORMING SESSION
Date: ___________  Duration: 60 min
Topic: ___________________________________________
Facilitator: ___________

RULES:
- No criticism during ideation
- Build on others' ideas ("Yes, and...")
- Quantity over quality (filter later)
- Wild ideas welcome

AGENDA:
1. Problem definition (5 min) - Facilitator
   "How might we ___________?"

2. Individual ideation (10 min) - Silent
   Everyone writes ideas on sticky notes / doc
   (1 idea per note, aim for 10+)

3. Share & cluster (15 min) - All
   Each person shares ideas, group similar ones

4. Dot voting (5 min) - All
   Each person gets 3 votes, place on favorites

5. Deep dive top 3 (20 min) - All
   For each top idea:
   - What would this look like?
   - What's the first step?
   - What could go wrong?

6. Next steps (5 min)
   [ ] ___________  Owner: _______  Due: _______

IDEAS CAPTURED:
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________

Sprint Retrospective (60 min)

SPRINT RETROSPECTIVE
Sprint: ___________  Date: ___________  Duration: 60 min
Facilitator: ___________

AGENDA:
1. Set the stage (5 min)
   - Sprint goal: ___________
   - Goal achieved? Y / N / Partial
   - Key metrics: ___________

2. What went well (15 min) - All
   +  ___________________________________________
   +  ___________________________________________
   +  ___________________________________________

3. What didn't go well (15 min) - All
   -  ___________________________________________
   -  ___________________________________________
   -  ___________________________________________

4. Root cause discussion (15 min) - All
   For top issues, ask "Why?" until root cause found

5. Action items (10 min) - All
   [ ] ___________  Owner: _______  Due: _______
   [ ] ___________  Owner: _______  Due: _______
   (Limit to 2-3 actionable improvements)

PREVIOUS RETRO ACTIONS - STATUS:
[ ] ___________ - Done / In Progress / Not Started
[ ] ___________ - Done / In Progress / Not Started

Project Kickoff (60-90 min)

PROJECT KICKOFF
Project: ___________  Date: ___________
Duration: ______ min

AGENDA:
1. Welcome & introductions (5 min)
   - Team members and roles

2. Project overview (15 min) - [Sponsor/PM]
   - Problem we're solving:
   - Success criteria:
   - Scope (in/out):
   - Key stakeholders:

3. Timeline & milestones (15 min) - [PM]
   - Start date: ___________
   - Key milestones:
     - ___________  Due: _______
     - ___________  Due: _______
   - Target completion: ___________

4. Roles & responsibilities (10 min)
   | Role | Person | Responsibilities |
   |------|--------|-----------------|
   |      |        |                 |

5. Communication plan (10 min)
   - Status updates: frequency & format
   - Meeting cadence:
   - Tools/channels:
   - Escalation path:

6. Risks & concerns (10 min) - All
   - ___________________________________________

7. Questions & next steps (10 min)
   [ ] ___________  Owner: _______  Due: _______

Follow-Up Template

Meeting Notes & Actions

MEETING NOTES
=============
Meeting: ___________
Date: ___________  Duration: ______ min
Attendees: ___________

KEY DECISIONS:
1. ___________________________________________
2. ___________________________________________

DISCUSSION SUMMARY:
- ___________________________________________

ACTION ITEMS:
[ ] ___________  Owner: _______  Due: _______
[ ] ___________  Owner: _______  Due: _______
[ ] ___________  Owner: _______  Due: _______

PARKING LOT (for future discussion):
- ___________________________________________

NEXT MEETING: ___________

Meeting Timing Guide

Meeting Type	Duration	Frequency
Daily standup	15 min	Daily
One-on-one	30 min	Weekly/biweekly
Team sync	30-45 min	Weekly
Decision meeting	45-60 min	As needed
Brainstorming	60 min	As needed
Retrospective	60 min	Per sprint/month
Project kickoff	60-90 min	Per project
All-hands	30-60 min	Monthly/quarterly

Pro Tips

• Send the agenda 24 hours before the meeting
• Assign a note-taker (rotate the role)
• Start and end on time, always
• End 5 minutes early (give people a break between meetings)
• Send action items within 1 hour of meeting end
• If a meeting regularly has no action items, it probably doesn't need to exist

Process

1. Gather information. Ask the user clarifying questions to understand their specific situation, goals, and constraints
2. Analyze context. Review the information provided and identify key factors relevant to meeting agenda generator
3. Develop recommendations. Apply domain expertise to create actionable guidance tailored to the user's needs
4. Present structured output. Deliver findings in the output format below with clear next steps
5. Address follow-ups. Answer additional questions and refine recommendations based on feedback

Output Format

## Meeting Agenda Generator Analysis

### Assessment
[Key findings and observations]

### Recommendations
1. [Primary recommendation]
2. [Secondary recommendation]
3. [Additional suggestions]

### Action Items
- [ ] [First action step]
- [ ] [Second action step]
- [ ] [Follow-up task]

Edge Cases

• Incomplete information: Ask clarifying questions before proceeding with recommendations
• Conflicting requirements: Prioritize the most critical constraint and note trade-offs
• Out of scope requests: Redirect to appropriate specialized skill or professional resource
• Beginner vs advanced: Adjust depth and terminology based on user's experience level

Example

Input: "Help me with meeting agenda generator for my current situation"

Output:

Based on your situation, here is a structured approach to meeting agenda generator:

1. Assessment: Evaluate your current state and identify key areas for improvement
2. Strategy: Develop a targeted plan based on best practices
3. Implementation: Execute the plan with specific, measurable steps
4. Review: Monitor progress and adjust as needed