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content/wiki/resources/meeting-agenda-template.md

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+---
+title: Meeting Agenda Template
+collection: Resources
+path: Resources/Meeting Agenda Template
+parentDocument: null
+outlineId: 031b561a-8922-481c-87a9-4d619b9d1102
+createdBy: Jennie R.F.
+---
+*A flexible meeting structure for cooperative game studios.*
+
+Use this as a starting point and adapt it to fit your team. There's no single right way to run a meeting, but having *a* structure beats winging it!
+
+
+---
+
+## How it works
+
+### Rotating roles
+
+Rotate these every meeting so no one person carries the load (or the power) by default. Keep a simple rotation tracker, like a shared doc, so you're not figuring out roles at the start of every meeting. And note: None of these require experience!
+
+| Role | What they do |
+|------|--------------|
+| Facilitator | Keeps the meeting moving, manages the agenda, and makes sure everyone has a real chance to speak. |
+| Note-taker | Captures discussion items, who raised what issue, decisions, action items, and anything else the group wants to remember. Shares notes after. |
+| Timekeeper | Tracks time for each section and gives gentle warnings. Helps the facilitator keep things on track. |
+| Vibes checker (optional) | Pays attention to the room's energy. Notices when people seem checked out, frustrated, or when the conversation needs a pause. |
+| Tech lead (optional) | Handles recording (with everyone's consent), screen sharing, Miro boards, etc. |
+
+It can take some courage to volunteer for a role you've never taken on. Nudge folks who've never facilitated to give it a shot and make sure they know they'll have the full support of everyone in the meeting. You could also have a primary facilitator who's new to the role with a more experienced backup to help them feel confident and fill in any gaps
+
+### Building your agenda
+
+Keep a persistent, shared agenda that lives somewhere your whole team can access between meetings: a Slack canvas, a pinned doc, a Notion page, whatever your team already uses. Everyone contributes to this, so the facilitator doesn't need to make it fresh every week.
+
+Between meetings, anyone can add items they want to raise, along with their name and a rough time estimate for how long they think it needs. Some items will be recurring (standing updates, ongoing projects). Others will come and go as things come up.
+
+The facilitator's job between meetings is to clean up the agenda: Remove items that were resolved last time, check in on anything that's been sitting there for a while, and make sure the list is ready to go before the next meeting. At the start of the meeting, the facilitator confirms the order with the group and adjusts based on what's time-sensitive. There also may be new items to add at the beginning of the meeting, so leave space in the agenda for that as well.
+
+For items raised by members that are related to a tension, it's best not to be too strict about time. This person who brought it up should determine when the issue is resolved enough to move on for now. It doesn't need to be fully resolved in one meeting, and the group can make a decision to table it for later.
+
+### 1-hour meeting flow
+
+Adjust the timing to fit your team. The structure is more important than the exact minutes.
+
+#### Check-in (5 to 10 min)
+
+Go around and hear from everyone. This could be something silly, like a tag yourself meme, or something more reflective, like "What type of weather are you today?" or "What do you need from the meeting today?" The point is to *make sure everyone has spoken* before the real discussion starts. It's like a warm-up - it's much easier to \[pipe up later if you've already opened your mouth once.
+
+#### Agenda review (2 to 3 min)
+
+The facilitator walks through the items on the agenda and confirms the order for today. If something can be handled async (in Slack, on a shared doc), move it off the agenda. Protect your synchronous time for things that actually need real-time conversation.
+
+#### Discussion and working time (35 to 40 min)
+
+Work through the agenda one conversation at a time. Explicitly identify when you're shifting modes: Are you brainstorming, making a decision, or just sharing information? Watch the air time, and if someone's dominating, the facilitator can say "let's hear from others" without it being weird. (That's  their job.) If you're using a decision-making process (consent, consensus, or something else from your governance structure), *name which process you're using before you start discussing the item*. Important: The note-taker captures decisions *during* the meeting, not after.
+
+#### Action items (5 min)
+
+The note-taker reads back all decisions and action items (or if everyone is following along in the same document, they can review). Each one should have what needs to happen, who's responsible, and when it's due. The *why* should be reflected in the notes.
+
+This is also a good time to bring up anything that didn't get covered and decide where it goes - for example, next meeting's agenda, Slack for asynchronous chat, or a working group.
+
+#### Check-out (5 min)
+
+Another quick round. One word for how you're leaving the meeting, or one thing you're taking away, or whether anything felt unfinished. Check-outs give the facilitator feedback and give everyone a clean endpoint instead of an awkward "ok, bye" drift.
+
+### After the meeting
+
+Note-taker shares notes. Action items get tracked somewhere visible, like a pinned Slack message, a Miro board, or a shared spreadsheet. Wherever works for your team, as long as it's not buried in a doc nobody opens. Next meeting's facilitator is confirmed from the rotation. (You could also build setting the roles for next week into the agenda so that it's done during the meeting.)
+
+### Making this your own
+
+After a few meetings, check in: Is the timing working? Are the roles actually rotating? Are decisions getting captured and followed up on? Is everyone speaking, or are some voices consistently quieter? Are we using our meeting time for things that actually need to be synchronous?
+
+
+---
+
+## Blank template
+
+Copy everything below this line into a shared doc and use it for each meeting.
+
+
+---
+
+### Meeting: \[date\]
+
+Attendees:
+
+Regrets:
+
+| Role | Person |
+|------|--------|
+| Facilitator |        |
+| Note-taker |        |
+| Timekeeper |        |
+| *Vibes checker - optional* |        |
+| *Tech lead - optional* |        |
+
+### Check-in
+
+Prompt:
+
+
+### Agenda
+
+| Item | Raised by | Time estimate | Decision-making process (if needed) |
+|------|-----------|---------------|-------------------------------------|
+|      |           |               |                                     |
+|      |           |               |                                     |
+|      |           |               |                                     |
+
+### Discussion notes
+
+Item 1:
+
+Item 2:
+
+Item 3:
+
+### Decisions made
+
+| Decision | Who's responsible | Due date |
+|----------|-------------------|----------|
+|          |                   |          |
+|          |                   |          |
+
+### Action items
+
+| Action | Owner | Due / report-back date |
+|--------|-------|------------------------|
+|        |       |                        |
+|        |       |                        |
+
+### Still open
+
+* \
+* \
+
+### Check-out
+
+Prompt:
+
+### Next meeting
+
+Date:
+
+Facilitator:
+
+Anything to prep: