prepare-meeting-agenda

name	prepare-meeting-agenda
description	Use when preparing an agenda for sprint planning, a retrospective, standup or sync, or a project check-in - gathers context from recent issues, PRs, and notes, groups topics, assigns owners and time boxes, and outputs a structured agenda

Prepare Meeting Agenda Skill

Generate structured meeting agendas by gathering context from recent project activity.

When to Use

Activate when preparing for:

• Sprint planning sessions
• Retrospectives
• Standups or syncs
• Project check-ins
• Any recurring team meeting

When NOT to use: not for taking minutes during or after a meeting, or one-off external meetings with no project activity to mine.

Workflow

1. Identify meeting type - Determine format and focus areas
2. Gather context - Requires the gh CLI authenticated to the repo. Run gh issue list --state open --json number,title,labels,updatedAt and gh pr list --state all --json number,title,updatedAt, filtered to the meeting period (e.g. items updated since the last meeting), plus any project notes. If no repo is available, ask the user for topics.
3. Group by topic - Organize items logically
4. Assign owners - Assign owners from issue/PR assignees when available; otherwise leave [Name] placeholders for the organizer
5. Estimate time - Allocate realistic durations
6. Output agenda - Format using template below

Meeting Types

Sprint Planning

• Focus: upcoming work, priorities, capacity
• Sources: backlog issues, milestone items
• Include: estimates, assignments, dependencies

Retrospective

• Focus: what worked, what didn't, improvements
• Sources: completed issues, incident notes, team feedback
• Include: wins to celebrate, problems to address

Standup/Sync

• Focus: progress, blockers, today's priorities
• Sources: in-progress issues, recent commits
• Include: quick updates, blockers needing help

Project Check-in

• Focus: overall status, risks, upcoming milestones
• Sources: milestone progress, recently merged PRs, open blockers
• Include: status summary, decisions needed, next steps

Agenda Template

## [Meeting Type] - [Date]

**Attendees**: [list or "team"]
**Duration**: [X minutes]

### Topics

| Topic | Owner | Time |
|-------|-------|------|
| [Item] | [Name] | [5m] |

### Discussion Items

- **[Topic 1]**: [brief context]
- **[Topic 2]**: [brief context]

### Carryover from Last Meeting

- [ ] [Incomplete action item]

### Notes

[Space for meeting notes]

Best Practices

• Keep agendas focused (5-7 items max)
• Allocate buffer time (10-15% of meeting)
• Put important items early
• Include links to relevant issues/PRs
• Send agenda ahead of meeting when possible
• Carry over unfinished action items from the previous agenda so they are not lost
• If gathered context surfaces more topics than fit the time box, list the overflow under a "Parking Lot" heading rather than dropping it
• Match total topic time to the stated meeting duration; trim topics before trimming the buffer