Use this template for structured meetings in Team-X.

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[Meeting Title]

Date: [Date] Time: [Start Time] - [End Time] ([Duration] minutes) Location: [Conference Room / Video Call] Facilitator: [Name] Note Taker: [Name]

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Attendees

Required:

• [Name], [Role]
• [Name], [Role]
• [Name], [Role]

Optional:

• [Name], [Role]
• [Name], [Role]

Apologies:

• [Name], [Reason]

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Meeting Objectives

1. [Primary objective, what will be accomplished]
2. [Secondary objective]
3. [Tertiary objective]

Success Criteria:

• [How we’ll know objectives were met]

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Agenda

1. Opening ([Time] minutes)

Facilitator: [Name]

• Welcome and introductions (if needed)
• Review agenda and timebox
• Set meeting norms ([e.g., no laptops, one conversation at a time])
• Confirm objectives

2. [Agenda Item 1] ([Time] minutes)

Owner: [Name]

Context: [Background information, why this is on the agenda]

Discussion:

• [Key point 1]
• [Key point 2]
• [Key point 3]

Desired Outcome: [What we want from this discussion]

Decision: [To be filled during meeting]

3. [Agenda Item 2] ([Time] minutes)

Owner: [Name]

Context: [Background information, why this is on the agenda]

Discussion:

• [Key point 1]
• [Key point 2]
• [Key point 3]

Desired Outcome: [What we want from this discussion]

Decision: [To be filled during meeting]

4. [Agenda Item 3] ([Time] minutes)

Owner: [Name]

Context: [Background information, why this is on the agenda]

Discussion:

• [Key point 1]
• [Key point 2]
• [Key point 3]

Desired Outcome: [What we want from this discussion]

Decision: [To be filled during meeting]

5. Parking Lot ([Time] minutes)

Facilitator: [Name]

Capture topics raised during meeting that are:

• Outside scope
• Require deeper discussion
• Better handled in a separate forum

Parking Lot Items:

Topic	Raised By	Owner	Follow-up
[Topic 1]	[Name]	[Name]	[Action]
[Topic 2]	[Name]	[Name]	[Action]

6. Action Items Review ([Time] minutes)

Facilitator: [Name]

Review all action items from meeting:

Action	Owner	Due Date	Priority
[Action 1]	[Name]	[Date]	[High/Med/Low]
[Action 2]	[Name]	[Date]	[High/Med/Low]
[Action 3]	[Name]	[Date]	[High/Med/Low]

7. Closing ([Time] minutes)

Facilitator: [Name]

• Recap decisions made
• Confirm action items and owners
• Schedule follow-up meeting (if needed)
• Meeting feedback ([+1 / Δ / ? format])

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Pre-Meeting Preparation

Pre-read materials: [Attach documents or links]

Pre-meeting actions:

• [Action 1]
• [Action 2]
• [Action 3]

Questions to consider before meeting:

1. [Question 1]
2. [Question 2]
3. [Question 3]

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During Meeting

Ground Rules:

• [Ground rule 1, e.g., One conversation at a time]
• [Ground rule 2, e.g., Be concise]
• [Ground rule 3, e.g., No laptops unless needed]

Decision-Making Framework:

• [How decisions will be made, consensus, majority vote, facilitator decides]

Note-Taking:

• [Link to shared doc or note-taking approach]

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Post-Meeting

Within 24 hours:

• Distribute meeting notes to attendees
• Create tickets for action items (if applicable)
• Update project documentation (if decisions affect plans)
• Follow up on parking lot items

Within 1 week:

• Check progress on action items
• Schedule follow-up meeting (if needed)

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Meeting Notes Template

[To be filled during meeting]

Attendees Present

• [List who actually attended]

Summary

[Brief summary of what was discussed]

Key Decisions

1. [Decision 1]

   • Context: [Background]
   • Decision: [What was decided]
   • Rationale: [Why]
   • Impact: [Who/what affected]

2. [Decision 2]

   • Context: [Background]
   • Decision: [What was decided]
   • Rationale: [Why]
   • Impact: [Who/what affected]

Action Items

Action	Owner	Due Date	Status
[Action 1]	[Name]	[Date]	[Open/Done]
[Action 2]	[Name]	[Date]	[Open/Done]
[Action 3]	[Name]	[Date]	[Open/Done]

Parking Lot

Topic	Raised By	Owner	Follow-up Status
[Topic 1]	[Name]	[Name]	[Status]
[Topic 2]	[Name]	[Name]	[Status]

Next Meeting

Date: [Date] Time: [Time] Agenda: [Brief preview]

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Meeting Types

Select the type that matches your meeting:

Daily Standup (15 minutes)

• What I did yesterday
• What I’ll do today
• Blockers I need help with

Weekly Team Sync (30-60 minutes)

• Progress on goals
• Blockers and dependencies
• Upcoming work
• Process improvements

Retrospective (60-90 minutes)

• What went well
• What didn’t go well
• Action items for improvement
• Celebrate wins

Planning Session (60-90 minutes)

• Review goals and requirements
• Decompose into tickets
• Estimate effort
• Assign ownership

Incident Post-Mortem (60 minutes)

• Timeline of events
• Root cause analysis
• Action items for prevention
• Lessons learned

1:1 Check-in (30 minutes)

• How are you doing?
• Progress and blockers
• Growth and development
• Feedback

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Need more structure? See scenarios/04-cross-functional-collaboration.md for meeting examples.