Create Better Team Meeting Agendas With Whole Brain® Thinking

All too many meetings are unproductive, uninspiring, and even counterproductive to team morale. One of the biggest reasons for ineffective meetings is a lack of clarity—employees often don’t understand why they’re meeting or what they’re supposed to accomplish. A well-structured team meeting agenda can solve this problem by providing direction, increasing engagement, and fostering better collaboration.

Let's explore why staff meeting agendas matter, how to draft an effective team meeting agenda, and how to use Whole Brain® Thinking to ensure your meetings are both structured and engaging. Plus, we’ll provide a staff meeting agenda template to help you implement these strategies in your workplace.

Why Is a Team Meeting Agenda Important?

An agenda serves as the meeting's road map — outlining discussion topics, setting expectations, and keeping everyone focused.

Meetings with no agenda are one of the biggest frustrations for employees — second only to meetings that start late. And when employees don’t know why they’re meeting, they probably won’t get much done. That compounds the frustration that’s all too common, with employees wasting 31 hours each month in unproductive meetings.

Agendas set the stage for productive meetings by:

• Naming the key topics: Being clear about the discussion topics lets participants prepare and, if necessary, suggest additional or alternate topics.
• Assigning roles: Knowing assignments helps everyone, especially if you’re supposed to facilitate the meeting or give a presentation.
• Organizing everyone’s time: A preview of the meeting agenda can help participants organize their thoughts. If they have competing obligations, the agenda can help them determine whether this meeting is truly their priority — or whether they should decline or send someone in their place.
• Recording for future reference: Everyone is busy, and having the agenda handy prevents constant questions and confusion. Keeping a historical record of meeting agendas and outcomes can help people who miss the meeting, not to mention, inform future meetings.
• Rejuvenating recurring meetings: If you have a weekly team meeting, for example, it’s easy for it to become stale or devolve into status updates that could be sent via email. An agenda elevates the conversation and forces participants to regularly assess why they’re meeting (and whether they should).

How Whole Brain® Thinking Enhances Meeting Agendas

Just as everyone has diverse characteristics, such as race, gender, ethnicity, and cultural background, we also have cognitive diversity or diversity of thought. This means that everyone has a distinct set of thinking preferences that influence how we approach the world. 

Those thinking preferences are measurable through the Herrmann Brain Dominance Instrument (HBDI®) assessment. You can understand your thinking preferences and your team's through the Whole Brain® Thinking framework — and apply it to day-to-day work, including meetings.

🔴 Relational (Red) – Foster discussion, team collaboration, and inclusivity.
🔵 Analytical (Blue) – Focus on data-driven topics, key metrics, and objectives.
🟢 Structural (Green) – Emphasize organization, schedules, and processes.
🟡 Experimental – Encourage brainstorming, creativity, and innovation.

6 Steps to Creating a Whole Brain® Meeting Agenda

A traditional agenda outlines discussion topics, sets expectations, and helps meetings stay on track. A Whole Brain® agenda, however, goes further—incorporating different cognitive styles to enhance participation, creativity, and decision-making. By applying this approach, your meetings will be more inclusive, engaging, and outcome-driven.

Follow these six steps to creating a Whole Brain® team meeting agenda that ensures productive, structured, and engaging discussions.

1. Identify the Meeting Objectives (Blue Thinking – Analytical)

Before drafting your staff meeting agenda, clarify what you need to accomplish. Ask:

Before drafting your staff meeting agenda, think about what you want to accomplish. Ask yourself questions like: 

• What topics need to be discussed? 
• What decisions do we need to make? 
• What information must be shared ahead of time and during the meeting?
• Who should be invited?
• Who needs to weigh in on the agenda? 
• What resources are needed to hold this meeting?

Answering these straightforward questions helps you define the meeting agenda topics and ensure you haven’t missed any obvious needs. Once you have identified these objectives, you can begin crafting a more detailed agenda and gathering the required information, people, and resources.

2. Establish Meeting Norms (Red Thinking – Relational)

Team meetings should be a welcoming environment where participants can have honest, even vulnerable discussions. This requires agreement on the meeting’s form, tone, and other rules, including:

• Setting guidelines for participation and respectful dialogue.
• Defining whether discussions should follow a structured format or be open-ended.
• Ensuring confidentiality where necessary.
• Confirm who will take meeting minutes.

For instance, a meeting with scheduled speakers might leave room for questions at the end rather than having participants interrupt throughout. Another type of team meeting might focus on collaborative brainstorming and thus allow for much more interactive discussion. 

Be extra clear about norms or rules that are changing for a particular meeting — for instance, a discussion of nonpublic, confidential information, or a meeting that’s occurring at a different time or place.

Look to your organization’s values to further inform the tone and tenor of meetings, such as asking everyone to turn off or silence their phones before the meeting begins. In all cases, establish an atmosphere of respect, openness, collaboration, and trust. Encourage everyone to share their ideas without judgment and embrace the cognitive diversity in the room. 

A team meeting agenda template that incorporates these norms leads to more open and effective discussions.

3. Solicit Agenda Topics (Red & Yellow Thinking – Relational & Experimental)

Some meetings might have a standing topic, but many team meetings are driven by your employees based on what they’re working on or the challenges they wish to discuss. 

Create a process where participants can contribute agenda items for team meetings. Ensure that the meeting organizer, facilitator, and any scheduled speakers or presenters are aware of the agenda topics and can provide their input.

• Allow team members to suggest discussion points.
• Include time to brainstorm ideas and for creative problem-solving.
• Ensure diverse perspectives are represented.

Gathering input ensures that your agenda for a team meeting reflects the team’s priorities and concerns.

4. Draft the Agenda (Green Thinking – Structural)

A department meeting agenda benefits from structured planning, ensuring that time is used effectively. A well-organized meeting agenda format should include:

• Meeting details – Date, time, location, and attendees.
• Agenda topics – Include the amount of time alloted.
• Meeting goals – Defined objectives for discussion.
• Speaker roles – Who will lead each section?

As you draft your agenda, assign an estimated time for each topic to help you keep on schedule and stay focused. This will help you understand whether some topics need to be shortened or held for another time. Make sure to leave at least a few minutes for questions.

At this point, key stakeholders can review the agenda, offer edits, or sign off. For recurring meetings, this level of review might be less necessary, but it always helps to have a second set of eyes on the agenda before distributing it.

5. Share the Agenda Before the Meeting (Blue & Green Thinking – Analytical & Structural)

Finally, distribute the finalized agenda beforehand so everyone can come prepared with their thoughts and ideas. No one should be surprised by the discussion topics or their role in the meeting. This is one of the simplest ways to create meetings people won’t hate.

• Review reports and data beforehand.
• Prepare contributions and questions.
• Manage their schedules more eminutesffectively.

6. Encourage Whole Brain® Engagement During the Meeting (All Four Quadrants)

A Whole Brain® staff meeting agenda sample balances analytical, structured, relational, and creative elements:

🔴 Red (People & Emotions) – Start with a team check-in or recognition.
🔵 Blue (Facts & Data) – Review key metrics and performance updates.
🟢 Green (Structure & Process) – Outline action items and next steps.
🟡 Yellow (Creativity & Vision) – Allow space for brainstorming and big ideas.

This approach keeps meetings dynamic and ensures everyone feels valued and engaged.

Sample Template for a Team Meeting Using Whole Brain® Thinking

While meeting agendas are inherently a Structural (Green) activity, you can still create a team meeting agenda template accesses all four quadrants of Whole Brain® Thinking. leading to more meaningful discussions and actionable results.

And while the particulars of the agenda will need to be updated, keeping the same process and structure provides continuity and familiarity.

For example, meeting agendas should include discussion points and objectives, such as action items. Organizing this information accesses the Structural (Green) quadrant, but this also is straightforward, analytical data that helps Blue thinkers see what will be accomplished. Sharing meeting objectives also helps people feel included and informed (Red) and frees up your team to think big about possibilities (Yellow).

Sharing the meeting norms and rules adds structure and organization (Green) while ensuring all participants understand how they’ll be expected to treat each other (Red). Similarly, soliciting ideas for the agenda ensures you capture a variety of ideas and perspectives (Yellow), including people who might otherwise not speak up (Red). 

When you design and lead a meeting with only your own preferences in mind, you’re bound to lose those who aren’t on your thinking wavelength. A comprehensive meeting agenda brings different perspectives to the table and gives them a framework for adding their cognitive diversity while learning from their colleagues.

There are many ways to organize your meeting agenda. Feel free to experiment — the format that works for your monthly team check-in might differ from a product-focused meeting or a conversation between a manager and an employee. 

Design a Visual Team Meeting Agenda

How to Type Up a Team Meeting Agenda

Date: ___________________ Time: ___________________

Meeting Facilitator: ___________________

Attendees: ___________________

Introduction (5 minutes)

• Welcome and introductions 
• Goals and purpose of the meeting
• Ground rules

Agenda Items (each with time allotted)

1. ____________________________
2. ____________________________
3. ____________________________

Open Discussion (X minutes)

Action Items/Decision-Making (each with time allotted)

____________________________

____________________________

____________________________

Wrap-Up (5 minutes)

• Review action items
• Next steps
• Additional comments or questions

Plan Better Team Meetings

Every meeting should have a purpose, and the agenda is a simple, effective way to define that purpose for every attendee before you gather. When you create a team meeting agenda, you show consideration for your employees and help them focus on bringing their best selves to the meeting. 

Take the next step toward effective meetings by implementing Whole Brain® Thinking to your meetings, starting with the agenda. When you embrace cognitive diversity in your team, you’ll find meetings are better organized, structured, and carried out.

Are you looking for more tips for better meetings? Download our Meetings That Work toolkit.