--- name: meeting-agenda description: Create structured meeting agendas for effective collaboration disable-model-invocation: false --- ## Quick Start Tell me: 1. **What is this meeting about?** (topic, decision needed, or problem to solve) 2. **Who needs to be there?** (names and roles) 3. **How long should it be?** (default: 25 minutes) 4. **Is this recurring or one-off?** I'll check your past meetings, stakeholder profiles, and PRDs to build a focused agenda with pre-reads, time boxes, and clear outcomes. **Shortcut:** `/meeting-agenda decision on X with Y and Z` -- and I'll draft the full agenda. **More shortcuts:** - `/meeting-agenda 1:1 with Maya` -- Weekly manager 1:1 - `/meeting-agenda sprint planning` -- Sprint planning with eng team - `/meeting-agenda difficult: scope negotiation with Sales` -- Conflict resolution meeting --- # Meeting Agenda Skill Generate clear, purposeful meeting agendas that drive decisions and action. Every meeting should have a clear goal, timeboxed topics, and defined outcomes. ## Step 0: Meeting Necessity Diagnostic Before creating an agenda, first ask these diagnostic questions: 1. **Is this meeting actually necessary?** Could the outcome be achieved async (Slack thread, shared doc, or `/catalyst-pm-ops:status-update`)? 2. **Who genuinely needs to be there?** If someone is only there "to stay informed," they should get notes instead. 3. **What specific decisions or outcomes are expected?** If you can't name one, the meeting probably should not happen. If the PM realizes the meeting is not necessary, suggest an async alternative: - **For alignment:** Shared doc with comment deadline - **For updates:** `/catalyst-pm-ops:status-update` sent to stakeholders - **For quick decisions:** Slack thread with a 24-hour decision deadline - **For feedback:** Async review in design tool/Google Docs with specific questions Only proceed with agenda creation if a synchronous meeting is genuinely needed. --- ## Recurring vs One-Off Meetings Ask which type this is -- the approach differs significantly. **Recurring meetings** need progressive agendas that evolve week-to-week: ``` Week 1: Deep dive on one topic (60 min) Week 2: Rapid updates + decisions (30 min) Week 3: Planning session (45 min) Week 4: Retro + learnings (30 min) ``` For recurring meetings, check `thoughts/shared/product/meeting-notes/` for previous agendas and notes. Reference what was discussed last time, carry over open items, and avoid repeating the same format every week. **One-off meetings** need a clear single outcome and should default to 25 minutes. If you cannot define the single outcome, push back on scheduling it. --- ## When to Use This Skill - Before scheduling any meeting (if no agenda, don't schedule) - Converting vague meeting requests into structured discussions - Preparing for stakeholder reviews, planning sessions, or decision meetings - Ensuring cross-functional meetings stay focused and productive ## Core Principles ### 1. Every Meeting Needs a Clear Purpose - ✅ "Decide on pricing strategy for Enterprise tier" - ❌ "Discuss pricing" ### 2. Time Limits Force Prioritization - 30-minute default (enough for most topics) - 60-minute max (beyond this, break into multiple meetings) - Each agenda item gets a time box ### 3. Pre-Read > Presentation - Send context before meeting (docs, data, proposals) - Use meeting time for discussion, not information transfer - "Read this doc before the meeting" should be expected ### 4. Output-Driven - Every meeting should produce: Decision, Action Items, or Alignment - If it doesn't, it shouldn't be a meeting ## Workflow ### Step 1: Define Meeting Metadata ``` Meeting Title: [Clear, specific title] Date/Time: [When] Duration: [15/30/45/60 minutes] Format: [In-person / Zoom / Hybrid] Attendees: - [Name] - [Role] (Required) - [Name] - [Role] (Required) - [Name] - [Role] (Optional) Meeting Owner: [Who's driving this meeting?] Notetaker: [Who's documenting?] ``` ### Step 2: State Meeting Purpose ``` ## Purpose [One sentence: What is this meeting for?] Example: - "Decide whether to build or buy our analytics platform" - "Align on Q2 roadmap priorities across product teams" - "Review user research findings and identify top 3 insights" ## Success Criteria This meeting will be successful if: - [ ] [Outcome 1: e.g., "We have a go/no-go decision on Feature X"] - [ ] [Outcome 2: e.g., "Engineering understands scope and timeline"] - [ ] [Outcome 3: e.g., "All blockers are identified with owners"] ``` ### Step 3: Pre-Meeting Requirements ``` ## Pre-Read (Required Before Meeting) Please review before attending: - [Document 1: Link + "5 min read"] - [Document 2: Link + "10 min read"] - [Data/Dashboard: Link + "quick review"] Time required: [Total time to prep] If you haven't reviewed the pre-read, please decline the meeting. ``` ### Step 4: Build Time-Boxed Agenda ``` ## Agenda ### [Time: 0-5 min] Context Setting - Quick recap of background - Confirm goals for this meeting - Assign notetaker ### [Time: 5-20 min] [Agenda Item 1] **Goal:** [What we're trying to accomplish] **Format:** [Discussion / Presentation / Brainstorm / Decision] **Presenter:** [Who's leading this section] Key questions: - [Question 1] - [Question 2] - [Question 3] ### [Time: 20-40 min] [Agenda Item 2] **Goal:** [What we're trying to accomplish] **Format:** [Discussion / Presentation / Brainstorm / Decision] **Presenter:** [Who's leading this section] Key questions: - [Question 1] - [Question 2] ### [Time: 40-55 min] Decision Time **Decision needed:** [Specific decision to make] **Decision maker:** [Who has final say] **Options:** [List options A, B, C] Vote/discuss to reach decision. ### [Time: 55-60 min] Next Steps & Closing - Recap decisions made - Assign action items with owners and due dates - Schedule follow-ups if needed ``` ## Meeting Type Templates ### Product Review Meeting ```markdown # Product Review: [Feature Name] **Purpose:** Review [Feature] design and decide on go-to-build **Duration:** 45 min | **Owner:** [PM Name] --- ## Pre-Read (15 min) - PRD: [Link] - Design mockups: [design link] - User research summary: [Link] --- ## Agenda ### [0-5 min] Context - Problem we're solving - Strategic fit ### [5-15 min] Solution Walkthrough - Design demo (Designer leads) - User flow explanation ### [15-30 min] Q&A and Feedback Focus areas: - Technical feasibility (Engineering) - User experience concerns (Design) - Edge cases and risks (Everyone) ### [30-40 min] Decision Discussion - Go / No-go / Needs changes - If "needs changes": what specifically? ### [40-45 min] Next Steps - Decision: [Go/No-go/Iterate] - Action items with owners - Timeline confirmation --- ## Success Criteria - [ ] Decision made: Build / Don't build / Iterate - [ ] If build: Engineering timeline confirmed - [ ] If iterate: Specific changes documented ## Estimated Prep Time: 20 minutes - Review PRD: 10 min - Review design mockups in design tool: 5 min - Skim user research summary: 5 min ``` ### Strategic Planning Meeting ```markdown # Q2 Roadmap Planning **Purpose:** Prioritize Q2 initiatives and align on goals **Duration:** 60 min | **Owner:** [PM Name] --- ## Pre-Read (20 min) - Q1 retro doc: [Link] - Q2 initiative proposals (6 proposals): [Link] - Company OKRs for Q2: [Link] --- ## Agenda ### [0-10 min] Q1 Retrospective - What worked - What didn't - Lessons for Q2 ### [10-40 min] Q2 Initiative Review Review each proposal (5 min each): 1. [Initiative 1]: Impact, effort, strategic fit 2. [Initiative 2]: Impact, effort, strategic fit 3. [Initiative 3]: Impact, effort, strategic fit 4. [Initiative 4]: Impact, effort, strategic fit 5. [Initiative 5]: Impact, effort, strategic fit 6. [Initiative 6]: Impact, effort, strategic fit ### [40-55 min] Prioritization Exercise - Stack rank initiatives - Discuss trade-offs - Confirm capacity (what fits in Q2?) ### [55-60 min] Final Decisions - Committed: [List of initiatives we're doing] - Backlog: [List of initiatives deferred] - Action items: Owners for each initiative --- ## Success Criteria - [ ] Clear Q2 roadmap (3-5 committed initiatives) - [ ] Each initiative has exec sponsor - [ ] Capacity confirmed with eng leadership ## Estimated Prep Time: 30 minutes - Review Q1 retro doc: 10 min - Skim all 6 initiative proposals: 15 min - Review company OKRs for Q2: 5 min ``` ### Decision Meeting ```markdown # Decision: [Topic] **Purpose:** Make go/no-go decision on [Topic] **Duration:** 30 min | **Owner:** [Name] | **Decider:** [Name] --- ## Pre-Read (10 min) - Decision doc: [Link - outlines options, pros/cons, recommendation] - Supporting data: [Link] --- ## Agenda ### [0-5 min] Frame the Decision - What we're deciding - Why now - Who decides (confirm decision-maker) ### [5-20 min] Evaluate Options **Option A:** [Pros, cons, risks] **Option B:** [Pros, cons, risks] **Option C:** [Pros, cons, risks] Discuss: - What evidence supports each option? - What are we uncertain about? - What can't we undo later? ### [20-28 min] Make Decision - Decision-maker's call: [Option chosen] - Rationale: [Why] - Dissent captured: [Any concerns to note] ### [28-30 min] Next Steps - Action items to execute decision - Communication plan (who needs to know?) - Timeline for implementation --- ## Success Criteria - [ ] Clear decision made (Option A/B/C) - [ ] Rationale documented - [ ] Action items assigned with owners ## Estimated Prep Time: 15 minutes - Read decision doc (options, pros/cons, recommendation): 10 min - Review supporting data: 5 min ``` ### Difficult Conversation / Conflict Resolution Meeting For meetings where tension or disagreement is expected: ```markdown # Discussion: [Topic Where Perspectives Differ] **Purpose:** Reach alignment on [Topic] despite differing perspectives **Duration:** 45 min | **Owner:** [Neutral facilitator, ideally not a party to the disagreement] --- ## Pre-Read (10 min) - Shared facts and data: [Link - agreed-upon data, not interpretations] - Perspective A summary: [Link or 3-bullet summary] - Perspective B summary: [Link or 3-bullet summary] --- ## Ground Rules - We assume good intent from everyone - Critique ideas, not people - Focus on user/business impact, not personal preference - The decision-maker will decide, but all perspectives will be heard ## Agenda ### [0-5 min] Acknowledge the Tension - Name the disagreement explicitly (don't pretend it doesn't exist) - Confirm shared goals: "We all want [X], we disagree on how to get there" - Remind everyone of the ground rules ### [5-10 min] Present Shared Facts & Data - Walk through the data everyone agrees on - Identify where interpretations diverge - Separate facts from opinions ### [10-25 min] Each Perspective Gets Equal Airtime **Perspective A** (7 min): - State your position - Share your reasoning - Name your biggest concern if we go the other way **Perspective B** (7 min): - State your position - Share your reasoning - Name your biggest concern if we go the other way (No interruptions during each person's time) ### [25-35 min] Structured Decision Process - What do both sides agree on? - Where is the core disagreement? - Can we find a compromise or hybrid? - What would change each side's mind? - Is there a way to test with data (A/B test, pilot)? ### [35-45 min] Decision & Clear Next Steps - Decision-maker states decision and rationale - Capture dissent (it's OK to disagree and commit) - Define clear next steps regardless of outcome - Set a check-in date to revisit if needed --- ## Success Criteria - [ ] All perspectives were heard and documented - [ ] A clear decision was made (or a decision process was agreed upon) - [ ] Everyone can articulate the rationale, even if they disagree - [ ] Next steps have owners and dates - [ ] Relationships are intact (no lingering resentment) ## Estimated Prep Time: 15 minutes - Review shared facts and data: 5 min - Read Perspective A and Perspective B summaries: 5 min - Reflect on your own position and potential compromises: 5 min ``` **When to use this template:** - Two teams disagree on approach (build vs buy, feature scope, timeline) - A stakeholder is pushing for something that conflicts with strategy - Past discussions have gone in circles without resolution - There's visible tension that needs to be addressed directly --- ### Brainstorm / Ideation Meeting ```markdown # Brainstorm: [Topic] **Purpose:** Generate ideas for [Problem/Opportunity] **Duration:** 45 min | **Owner:** [Name] --- ## Pre-Read (5 min) - Problem statement: [Link] - Constraints: [What we can't change] - Success metrics: [How we'll measure good ideas] --- ## Agenda ### [0-5 min] Set the Stage - Problem we're solving - Rules: No bad ideas, quantity > quality, build on others' ideas ### [5-30 min] Idea Generation **Round 1:** Individual brainstorm (10 min) - Everyone writes ideas independently (Miro/Figjam/Post-its) **Round 2:** Group sharing (15 min) - Go around, share 1-2 ideas each - Build on others' ideas **Round 3:** Wild ideas (5 min) - "What if we had unlimited budget/time?" - "What would [Company X] do?" ### [30-40 min] Clustering & Themes - Group similar ideas - Identify themes - Spot patterns ### [40-45 min] Next Steps - Top 5-10 ideas to explore further - Owners for quick prototypes/research - Timeline for follow-up evaluation --- ## Success Criteria - [ ] 20+ ideas generated - [ ] Top 5-10 ideas identified for further exploration - [ ] Owners assigned to prototype/validate top ideas ## Estimated Prep Time: 10 minutes - Read problem statement and constraints: 5 min - Brainstorm 3-5 initial ideas on your own before the meeting: 5 min ``` ## Output Format ```markdown # [Meeting Title] 📅 **Date/Time:** [When] ⏱️ **Duration:** [Length] 👥 **Attendees:** [List] 🎯 **Owner:** [Name] --- ## Purpose [One-sentence goal] **Success criteria:** - [ ] [Outcome 1] - [ ] [Outcome 2] --- ## Pre-Read (Required) ⏰ Time required: [X minutes] - [Doc 1]: [Link] (X min read) - [Doc 2]: [Link] (X min read) ⚠️ If you haven't reviewed the pre-read, please decline this meeting. --- ## Agenda ### [0-X min] [Section Title] **Goal:** [What this section accomplishes] [Details, questions, or discussion points] ### [X-Y min] [Section Title] **Goal:** [What this section accomplishes] [Details, questions, or discussion points] [Continue for all sections...] --- ## Decisions Needed 1. **[Decision 1]** - Options: A, B, C - Decision maker: [Name] 2. **[Decision 2]** - Options: A, B - Decision maker: [Name] --- ## Action Items Template [Will be filled during meeting] | Action Item | Owner | Due Date | | ----------- | ------ | -------- | | [Task 1] | [Name] | [Date] | | [Task 2] | [Name] | [Date] | --- ## Follow-Up - Next meeting (if needed): [Date/topic] - Decisions to communicate: [Who needs to know?] --- ## Estimated Prep Time: [X] minutes - [Prep task 1]: [estimated time] (e.g., "Review Q1 metrics dashboard: 5 min") - [Prep task 2]: [estimated time] (e.g., "Skim stakeholder's last 3 updates: 3 min") ``` ## Advanced Techniques ### The "No Agenda, No Attenda" Rule ``` If someone sends you a meeting invite without an agenda: "Thanks for the invite! To make best use of everyone's time, could you send: 1. Meeting goal (one sentence) 2. Pre-read materials (if any) 3. Time-boxed agenda Happy to join once I know how to prepare!" ``` ### Progressive Agendas For recurring meetings, alternate formats: ``` Week 1: Deep dive on one topic (60 min) Week 2: Rapid updates + decisions (30 min) Week 3: Planning session (45 min) Week 4: Retro + learnings (30 min) ``` ### Asynchronous Pre-Meeting Voting For decisions, collect input before meeting: ``` Pre-meeting survey (5 min to complete): 1. Which option do you prefer? (A/B/C) 2. What concerns do you have? 3. What information would change your mind? Results: [Link to responses] Meeting focuses on discussing concerns, not rehashing basics. ``` ## Common Mistakes to Avoid ❌ No time limits (topics expand to fill time) ✅ Strict time boxes for each section ❌ "Status update" meetings (send async instead) ✅ Meetings for decisions, discussion, or collaboration only ❌ 10+ people (too many voices, no decisions) ✅ 3-7 people ideal (Amazon "two-pizza rule") ❌ Back-to-back meetings (no processing time) ✅ 25/50-minute meetings (built-in buffer) ❌ Presenters reading slides (waste of time) ✅ Pre-read decks, use meeting for Q&A ## Pro Tips 1. **Default to 25 minutes:** Not 30. Build in processing time. 2. **Send agenda 24 hours before:** Give people time to prepare 3. **Required vs optional attendees:** Be explicit 4. **Assign a notetaker:** Not the meeting owner 5. **End with recap:** Decisions + action items, stated aloud 6. **Cancel if not needed:** If async would work, cancel meeting 7. **No-laptop rule:** (for some meetings) Full attention ## Integration with Other Skills **After the meeting:** - `/meeting-notes` - Document outcomes and action items - `/meeting-cleanup` - Process batch of meetings from one day - `/decision-doc` - Formalize decisions made in meeting **Before the meeting:** - `/prd-draft` - Create spec to review in meeting - `/catalyst-pm-ops:status-update` - Pre-read for stakeholder meetings ## Questions to Ask Before Creating Agenda 1. **Is this meeting necessary?** (Could it be async?) 2. **Who's the decision-maker?** (If none, maybe it's not a meeting) 3. **What's the pre-read?** (How do people prepare?) 4. **What's the one thing?** (If we only accomplish one thing, what is it?) 5. **Who really needs to be there?** (Optional vs required) ## Post-Meeting: Pre-Formatted Notes Stub After generating the agenda, also create a matching meeting notes stub that can be used with `/meeting-notes` after the meeting. This saves time and ensures continuity between agenda and notes. ```markdown # Meeting Notes: [Meeting Title] - [Date] **Attendees:** [Pre-filled from agenda] **Notetaker:** [Assigned in agenda] --- ## Agenda Item 1: [Title from agenda] ## **Discussion:** ## **Decision:** --- ## Agenda Item 2: [Title from agenda] ## **Discussion:** ## **Decision:** --- [Repeat for all agenda items] --- ## Action Items | Action Item | Owner | Due Date | | ----------- | ----- | -------- | | | | | | | | | ## Open Questions / Parking Lot - ## Follow-Up - Next meeting needed? - Notes to share with: ``` Save this stub alongside the agenda so the PM can fill it in during or right after the meeting. --- ## Output Quality Self-Check Before delivering the agenda, verify: - [ ] **Clear purpose:** The meeting purpose is one specific sentence, not vague ("discuss X") - [ ] **Success criteria defined:** At least one measurable outcome for "this meeting was worth it" - [ ] **Every section time-boxed:** No open-ended agenda items - [ ] **Pre-read specified:** Materials linked with estimated read time (or explicitly "none needed") - [ ] **Right attendees:** Required vs optional clearly marked; no more than 7 required attendees - [ ] **Decision-maker identified:** If a decision is needed, the decider is named - [ ] **Total time adds up:** Time boxes sum to the meeting duration (not over or under) - [ ] **Meeting notes stub created:** A matching notes template is generated alongside the agenda - [ ] **Async alternative considered:** The diagnostic confirmed this meeting is truly necessary - [ ] **Context referenced:** Relevant past meetings, PRDs, or strategy docs are linked in pre-read - [ ] **Prep time estimate included:** Specific prep tasks listed with estimated times for each If any check fails, revise before delivering. --- Remember: A great agenda is half the battle. The other half is actually sticking to it during the meeting. --- ## Context Routing Strategy When the PM uses `/meeting-agenda`, I automatically: ### 1. Check Recent Meeting Context **Source:** `thoughts/shared/product/meeting-notes/`, recent decisions and action items - **What I look for:** Related meetings, earlier discussions, open questions - **How I use it:** Reference previous context in pre-read section - **Example:** "You discussed pricing Thursday, this follow-up should assume people remember that" ### 2. Pull Stakeholder Communication Preferences **Source:** `thoughts/shared/pm/context/stakeholder-template.md` - **What I look for:** How each stakeholder prefers communication, decision style - **How I use it:** Format agenda and pre-read to match their preferences - **Example:** "CFO prefers numbers first, I'll put financial data in pre-read" ### 3. Reference Relevant PRDs & Strategy **Source:** `thoughts/shared/pm/prds/`, `thoughts/shared/pm/frameworks/` - **What I look for:** Strategic context that informs meeting purpose - **How I use it:** Add strategic rationale to meeting purpose statement - **Example:** "This decision affects H1 roadmap, reference that in purpose" ### 4. Check Attendee Availability & Context **Source:** Stakeholder profiles, org structure - **What I look for:** Who actually needs to be in this meeting - **How I use it:** Suggest required vs optional attendees - **Example:** "Design lead could be optional if this is strategy-only discussion" ### 5. Create Pre-Read Artifacts if Needed **Source:** Related PRDs, decisions, data - **What I look for:** Documentation that already exists and should be pre-read - **How I use it:** Link to existing docs rather than recreating context - **Example:** "Link to decision-doc from last week rather than re-explain it" ### 6. Route to Meeting Notes Post-Meeting **Routing logic:** - After meeting: Use `/meeting-notes` to capture outcomes - Multiple meetings: Use `/meeting-cleanup` at end of day - Decision made in meeting: Route to `/decision-doc` if it needs formal documentation