A ready-to-adapt agenda and follow-up
Keep only the agenda items that help the group reach its stated outcome.
This fictional 30-minute example shows one way to structure a planning decision. Shorten or reorder it to fit the actual question, contributors, and time available.
Worked example: a planning decision in 30 minutes
Sample outcome: choose one intake approach for the next planning cycle.
| Time | Topic | Intended result |
|---|---|---|
| 3 min | Confirm the outcome | Agree what choice needs to be made. |
| 7 min | Share context | Surface the constraints and information the group needs. |
| 12 min | Compare options | Discuss each option against the agreed needs. |
| 5 min | Decide or identify what is missing | Record the selected approach or the information still needed. |
| 3 min | Confirm owners and next steps | Name a follow-up owner and expected timing. |
Copyable invite and completed notes example
Fictional Northstar Services planning example; names, decision, and dates are illustrative.
Invite wording
Purpose: Decide whether to use one shared intake checklist for the next planning cycle. Preparation: Review the two current checklist drafts and note any missing information.
- Outcome: select an approach or list unresolved questions
- Bring: relevant constraints and questions
- Agenda: context, options, decision, next steps
Completed follow-up notes
Decision: Use the shared intake checklist for the next planning cycle. Follow-up: The planning coordinator drafts the first version by Friday; the project lead reviews it at the next planning check-in.
- Decision: state what the group agreed
- Action: name the responsible role and specific next step
- Timing: include a date or agreed check-in
Make the follow-up actionable
Each action should say what will happen, which role owns it, and when the group expects an update. If the group has not decided, record the open question and the information needed rather than presenting a proposal as an agreement.
For help choosing a format or guiding the discussion, open the Team Conversation and Meeting Guide.
Campaign closeout: you shared, we changed, still open
You shared: In this fictional Northstar campaign, participants said that short agendas helped them prepare, but completed decisions were still hard to find after the meeting.
We changed: The campaign owner added the completed follow-up notes example above so each team can record its decision, responsible role, and next check-in together.
Still open: Teams use different places to store meeting notes. The campaign owner is gathering examples through the established internal communications channel before recommending a common location; no new storage rule has been agreed.