Agendas & Templates

A well-structured agenda keeps meetings focused and productive. StrategiQ makes it easy to create, manage, and reuse agendas.

Agenda Items

Each meeting agenda consists of individual items. Each item has:

Field	Description
Title	What will be discussed
Type	Vote, Discussion, Information, Decision, or Action
Duration	Time allocated (in minutes)
Description	Context and background
Presenter	Who will lead this item
Links	Connected actions, decisions, or documents

Agenda Item Types

Vote

Vote - Formal voting required

Use for:

• Approving budgets
• Electing officers
• Ratifying policies

Records voting results and outcomes.

Discussion

Discussion - Open dialogue

Use for:

• Brainstorming sessions
• Problem-solving
• Input gathering

May or may not result in decisions.

Information

Information - Updates and reports

Use for:

• Status updates
• Presentations
• Announcements

No decision expected, just sharing information.

Decision

Decision - Choice required

Use for:

• Strategic direction choices
• Approval requests
• Go/no-go decisions

Results in a recorded decision.

Action

Action - Task review

Use for:

• Follow-up item reviews
• Progress updates on existing actions
• Assigning new tasks

Often links to existing actions.

Creating an Agenda

1. Open the Meeting

   Navigate to the meeting you want to add agenda items to.

2. Go to Agenda

   Click on “Agenda” in the meeting view.

3. Add an Item

   Click “Add Agenda Item”.

4. Fill in Details

   • Enter a clear, specific title
   • Select the item type
   • Set duration (be realistic)
   • Add description if needed
   • Assign a presenter

5. Reorder if Needed

   Drag items to arrange them in the desired order.

6. Save

   Items are saved automatically as you create them.

Linking Items to Content

Agenda items can link to other entities for context:

Linking to Actions

1. Open the agenda item
2. Click “Add Link”
3. Select “Action”
4. Search and select the action
5. The action’s current status shows in the meeting

Linking to Decisions

1. Open the agenda item
2. Click “Add Link”
3. Select “Decision”
4. Choose a previous decision to review

Linking to Key Results

1. Open the agenda item
2. Click “Add Link”
3. Select “Key Result”
4. Link relevant OKR metrics

Linking to Documents

1. Open the agenda item
2. Click “Add Link”
3. Select “Document”
4. Attach relevant files

Tip

Linking items provides context for discussions and creates a historical record of what was discussed in each meeting.

Agenda Templates

Templates save time by letting you reuse common agenda structures.

Creating a Template

1. Create a Complete Agenda

   Set up a meeting with your standard agenda items.

2. Save as Template

   Click “Save as Template” (usually in the menu).

3. Name the Template

   Give it a descriptive name like “Monthly Review” or “Board Meeting”.

4. Add Description

   Explain when to use this template.

Using a Template

1. Create a New Meeting

   Start setting up a new meeting.

2. Apply Template

   Click “Apply Template” or “Use Template”.

3. Select Template

   Choose from available templates.

4. Customize

   Modify items as needed for this specific meeting.

Managing Templates

Access template management from the steering group settings:

• View Templates - See all saved templates
• Edit Templates - Modify template items
• Delete Templates - Remove unused templates
• Duplicate Templates - Create variations

Template Ideas

Common templates to consider:

Template	Typical Items
Weekly Check-in	Review actions, blockers, upcoming priorities
Monthly Review	Progress report, KPI review, decisions, actions
Quarterly Planning	Results review, strategy discussion, goal setting
Board Meeting	Chair’s report, financial review, approvals, new business
Project Steering	Status update, risks, decisions needed, next steps

Best Practices

Agenda Structure

A typical effective agenda:

1. Opening (5 min) - Welcome, approve previous minutes
2. Standing Items (15 min) - Regular reports and updates
3. Main Business (30 min) - Key discussion/decision items
4. New Business (10 min) - Items raised by members
5. Action Review (10 min) - Review pending actions
6. Closing (5 min) - Confirm decisions, next meeting

Time Management

• Be realistic - Don’t cram too much in
• Build in buffer - Discussions often run over
• Prioritize - Put important items early when energy is high
• Timekeeper - Assign someone to track time

Effective Items

Good agenda items:

• Have clear purpose (what outcome is needed?)
• Include context (background information)
• Specify required preparation (read this document, review this data)
• Indicate decision-maker if applicable

Caution

Avoid vague items like “General Discussion” or “Any Other Business” without structure. They tend to expand and derail meetings.

Next Steps

• Managing Meetings - Full meeting lifecycle
• Decisions - Record meeting decisions
• Follow-ups - Track action items