My husband Ryan has a simple rule: all meetings should solve a problem. And he’s right. If you can’t name the problem, you probably don’t need the meeting.
Unfortunately, most agendas are written like vague shopping lists—“project update,” “budget discussion,” “new policy”—with no clear outcome in sight. That’s how we end up with time-wasting meetings where no one’s prepared, decisions don’t get made, and people leave wondering why they were invited.
A good meeting agenda isn’t just a formality. It’s a problem-solving tool. Here’s how to design one that works.
1. Start with the problem
Before you even touch the agenda, ask: What problem are we trying to solve? If you don’t know, don’t meet.
Once you’re clear on the problem, frame each agenda item around it. “Marketing update” becomes “Which channels should we prioritise to boost Q3 lead generation?” That question gives your meeting purpose and direction.
2. Involve the team early
If you want people engaged, let them contribute to the agenda. Ask for input and clarify why suggested topics matter. If you leave something off, explain why—it builds transparency and trust.
Just make sure the topics affect the whole team. Meetings should be for shared decisions, not one-on-one updates.
3. Turn topics into questions
A problem-solving mindset means framing items as questions to answer. For example:
- ❌ “Customer feedback”
- ✅ “How should we respond to recent customer complaints about delivery delays?”
This helps people prepare better, stay on topic, and know when a discussion is actually finished.
4. Be clear about purpose
Is each item for:
- Sharing information?
- Seeking input?
- Making a decision?
Be explicit. If people think they’re deciding something when you’re just giving a heads-up, it leads to confusion and frustration. Also, if it’s just an update, consider sharing it ahead of time—don’t waste meeting time on it.
5. Timebox each discussion
Estimate how long each item will take realistically. Factor in the number of participants, the complexity of the issue, and whether you’re expecting a decision.
This isn’t about rushing—it’s about staying focused and managing expectations. If a topic always overruns, that’s a sign it needs its own meeting or more prep.
6. Outline the process
For complex items, spell out the steps. Something like:
- Get the facts on the table (10 min)
- Identify assumptions (5 min)
- Agree on success criteria (10 min)
- Brainstorm solutions (15 min)
- Decide on next steps (10 min)
When everyone knows the plan, you avoid chaos—and give the problem a real chance of being solved.
7. Assign leads and prep work
Put a name next to each item so it’s clear who’s leading. Also tell people what to do before the meeting—read a report, bring data, think through a scenario. A problem-solving meeting only works if people show up prepared to solve something.
8. Review the agenda at the start
Things change. Kick off with a one-minute check: “Do we need to adjust anything?” This keeps the meeting relevant and responsive.
9. Finish with a quick plus/delta
Ask: What worked? What could we do better next time? You only need five minutes. Over time, your meetings will get sharper, faster, and more focused—because you’re solving problems, not just talking about them.
Final Thought
Meetings aren’t the problem. Bad meetings are. And bad meetings usually come from bad agendas.
If you follow just one rule, make it this one: Every meeting should solve a problem.
If you can’t name the problem, cancel the meeting and give everyone their time back. They’ll thank you for it.
What did you learn? 