Meeting Agenda and Minutes Maker
List the topics with who leads each and how many minutes. Start times are worked out for you, and you can download the agenda, or the agenda with minutes and actions.
Add minutes and actions after the meeting
Worked examples
A one hour team meeting
10:00 start: 5, 10, 35 and 10 minute topics
10:00, 10:05, 10:15 and 10:50, ending at 11:00
The four topics add up to exactly 60 minutes.
Running over
A 30 minute meeting with topics of 10, 15 and 15 minutes
10 minutes over
The page warns you so that you can cut a topic before the meeting.
With minutes
Notes, decisions and two actions added afterwards
One PDF with agenda, notes and actions
Each action shows its owner and due date in a table.
About Meeting Agenda and Minutes Maker
A meeting with an agenda is shorter and more useful than one without. People know what to prepare, the chair knows what to cover and there is a clear end. The most useful part of an agenda is the time allowed for each topic. If the times add up to the length of the meeting, you have a fair chance of finishing on time, and if they do not, you find out before the meeting rather than during it.
Add the topics with who leads each and the minutes, and this maker works out the start time of each one from the meeting start, and shows whether you have minutes left over or are running over. Add the place, the chair, who is invited and any apologies, and the agenda is laid out on one page you can send ahead or print. After the meeting, add your notes, decisions and actions with an owner and a due date, and download a second version which becomes both the plan and the record of the meeting.
How to use Meeting Agenda and Minutes Maker
- Enter the title, date, start time and the length of the meeting.
- Add each topic with who leads it and how many minutes it needs.
- Check the message about whether the minutes add up, then add attendees and apologies.
- Create the PDF to send ahead. After the meeting, add notes and actions and create it again.
Common uses
- Running a weekly team meeting
- Preparing a board or committee meeting
- Recording decisions and who will do what
- Keeping a client meeting on time
Frequently asked questions
How long should each topic be?
Allow time for the discussion, not just the presentation. Decisions need more time than updates, so put the important ones first and give them more minutes.
What should minutes include?
The date and who was there, the main points and decisions, and the actions with an owner and a due date. They do not need to record every word said.
Can I leave space for notes by hand?
Yes. Tick the option for a blank actions table and the agenda will print with empty rows where people can write.
What if the times do not add up?
The page tells you how many minutes are unplanned or over. Trim a topic, move one to another meeting, or change the length.
Can I reuse the agenda next week?
Change the date and any topics and create the PDF again. The page does not keep your entries once you leave it, so copy anything you want to reuse.