A completed example
This fictional example shows the level of detail to aim for. It is not a customer's work history.
Meeting: Larkspur app release check-in Date and time: Tuesday 14 October, 10:00-10:45 Location: Room 3B and video call Facilitator: Priya Note taker: Owen Attendees: Priya (product), Owen (engineering), Dana (design), Marcus (support) Goal: Decide whether Larkspur 3.4 ships on 21 October or slips a week. Before the meeting: - Owen: share the open bug list by Monday 17:00 - Dana: post the final onboarding screens in the team channel - Marcus: bring the top three support complaints from the 3.3 release Open from last meeting: - Offline mode crash on older tablets, Owen, still not reproduced - Help center article for the new billing page, Marcus, draft half written Agenda: 1. 10:00-10:05 Review open items from last meeting (Priya) 2. 10:05-10:20 Release blockers (Owen). Decision needed: which bugs block the 21 October date 3. 10:20-10:30 Onboarding screens final review (Dana). Decision needed: approve or request one more round 4. 10:30-10:40 Support readiness for 3.4 (Marcus). Input needed: what support must have before launch 5. 10:40-10:45 Confirm decisions, owners and next meeting (Priya) Parking lot: - Dark mode request from two enterprise accounts - Whether to move this check-in to Thursdays Next meeting: Tuesday 21 October, 10:00
Make it yours
Your draft
The example is fictional. Edits stay in this page and disappear when you leave. Copy or download your work to keep it.
How to fill it in
- Write the goal first as one sentence naming the decision or outcome, and cut any agenda item that does not serve it.
- Give every topic a single owner and a time slot, and make sure the slots add up to the full meeting length with five minutes left to confirm decisions.
- Label each topic with what it needs from the room, either a decision or input, so attendees know how to prepare.
- Copy unfinished action items from the last meeting's notes into the open items section with their owner and honest status.
- Send the agenda early enough that people can finish the prep tasks by the deadlines you listed.
Start from your actual work
On a Mac, Dayflow can help you remember the work behind the update. It drafts a timeline from screen activity. Export a date range as Markdown from Settings → Export. Review that record alongside your calendar and task tracker, then fill in the template above.
For a guided walkthrough, see exporting your work history or drafting a report with Claude Code. Check the assistant's draft before sending it.
Local AI keeps screenshot analysis on-device. Your own cloud provider or Dayflow Pro processes selected screenshots off-device. An assistant can receive the Dayflow data it retrieves in your conversation. Local storage does not make a cloud assistant conversation local. Read the data-flow guide before choosing a workflow.
Questions about this template
What should a meeting agenda include?
At minimum: the meeting's goal, date, time and place, who attends, and a numbered list of topics with an owner and a time slot for each. The most useful agendas also say what each topic needs from the room, such as a decision or input, list prep work with deadlines, and carry over open items from the last meeting.
How far in advance should I send a meeting agenda?
Send it early enough for people to do the prep you ask for. For a routine weekly meeting, a day ahead usually works. If attendees need to read documents, review designs or gather numbers, send it two or three working days before and put the prep deadline in the agenda itself, so nobody arrives reading it for the first time.
Is a meeting agenda the same as meeting minutes?
No. An agenda is a plan written before the meeting: topics, owners and time slots. Minutes record what actually happened, including decisions, action items, owners and deadlines. Plans often change in the room, so a sent agenda is not a record of what was agreed. Many teams copy the agenda into a notes document and write the minutes under each item.
How long should each agenda item be?
Long enough for the ask, not longer. A quick status update may need five minutes, while a real decision with tradeoffs may need fifteen or twenty. Put the topic that needs a decision early, while people are fresh, and leave a few minutes at the end to confirm decisions and owners. If a topic overruns, move it to the parking lot.
What is a parking lot on a meeting agenda?
It is a short list of topics that come up during the meeting but do not serve today's goal. Writing them down lets the facilitator move the conversation back on track without dismissing the idea. After the meeting, each parking lot item should get an owner, a slot on a future agenda or a decision to drop it.
How can I prepare my own update for an agenda item?
Look back at what you actually worked on since the last meeting rather than relying on memory. Some people use Dayflow, which drafts a timeline from screen activity on a Mac. You still need to check that draft, correct anything it got wrong and add offline work like calls or whiteboard sessions before turning it into a short update.
Use the right format for the next step
- Weekly status report for a concise progress update.
- Daily work log for a record you can come back to.
- Daily standup template for yesterday, today, and blockers.
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