How to Build a Meeting Agenda with AI

A comprehensive meeting agenda is an absolute must if an organization wants to run productive meetings.

However, drafting a well-structured meeting agenda can be time-consuming, and keeping track of important topics and meeting objectives once the meeting begins can be a hassle. Managing and creating meeting agendas from scratch that meets everyone’s needs, include the must-discuss action items, and ask the tough questions is harder than it seems.

This is where AI-generated meeting agendas come into play. Here, we’ll break down how to simplify the process of creating meeting agendas by automating it with artificial intelligence.

• What are AI-generated meeting agendas?
• Benefits of AI-generated meeting agendas
• Top AI-generated meeting agenda tools
• 8 tips for creating effective AI-generated meeting agendas
• Drive more purposeful meetings with Fellow AI

Benefits of AI-generated meeting agendas

AI-generated meeting agendas are one of the many features of Fellow, an AI meeting assistant. Letting AI do the heavy lifting makes creating a well-structured meeting agenda a breeze.

• Automate processes: Sometimes, creating a meeting agenda can be time-consuming or feel tedious. When organizations use AI-generated meeting agendas, everything from start to finish is automated. Teams that take advantage of an AI meeting agenda generator will have a reduced workload and be able to spend this time executing other tasks.
• Help meetings stay on track: Running an effective meeting is easier said than done. Everyone has attended meetings that went off track — likely because of poorly written meeting agendas. Creating effective meeting agendas with AI ensures meetings are productive, all key topics are covered, and the discussion stays relevant to the purpose of the meeting.
• Increase collaboration: Meetings are meant to be a place where collaborative discussions take place. Using an AI-generated meeting agenda makes it easier for participants to show up ready to collaborate, share their ideas, and bring up thoughts they have. These meeting agendas ultimately leads to a more innovative and thought-provoking conversation.

Top AI-generated meeting agenda tools

1 Fellow

FFellow’s AI-generated meeting agendas will generate customized headings and talking points for your meeting based on the title of the meeting and the calendar description. You can then adjust the meeting tone using AI prompts and tailor the agendas for your desired outcomes. Now every meeting organizer has the ability to easily create meeting agendas that raise the bar when it comes to meeting quality and move work forward.

Fellow is the only AI meeting assistant that creates AI meeting notes and offers support before, during, and after meetings. It records, transcribes, and summarizes meetings instantly using AI, allowing participants to fully engage in discussions. The AI summaries categorize meetings into key discussion points, identify action items and decisions, and can be edited to provide additional context. Collaborate on purposeful meeting agendas, assign and synchronize action items with your preferred tools, and conveniently track meeting decisions all in one location, ensuring actionable outcomes in every meeting.

Fellow is also built from the ground up with security and privacy in mind. Fellow only attends the meetings you tell it to and you can pause and resume recording at any time. After, you can permanently redact portions of the transcript, recording, and summary if you need to.

Automate your meeting agendas and have your most successful meetings with Fellow today.

2 OnBoard

OnBoard’s agenda builder infrastructure is specifically designed for board and committee meetings, which enables rapid sharing of materials, with functionalities that allow direct uploading and management. OnBoard allows those meeting attendees to collaborate, co-author, and clone the meeting agenda for faster knowledge sharing. The meeting agendas support a wide array of file types, ensuring that the final agenda is not only comprehensive but also consistent in formatting. With OnBoard, you can attach votes, approvals, surveys, and e-Signatures, so you can plan for what’s next.

3 Taskade

Taskade uses AI agents that you build, train, and deploy into your AI workforce.  The AI Meeting Agenda Generator by Taskade is one of many AI generator prompts designed to simplify the process of creating a meeting agenda by automating it with artificial intelligence. With their generator, you can create a project for your workspace, create a reusable template, and customize it to ensure it has everything you and your team need!

8 tips for creating effective AI-generated meeting agendas 

Ready to make the most out of an AI-generated meeting agenda? Keep these eight tips in mind!

• Have clear goals and objectives
• Provide relevant information
• Review the agenda and revise
• Use AI to allocate appropriate time slots
• Provide feedback
• Have time and space for spontaneous discussion
• Use the agenda as a guide
• Share the agenda in advance

1Have clear goals and objectives

Before getting started with your AI-generated meeting agenda, establish meeting goals for that particular meeting. Doing so helps the AI tool ensure the agenda it creates is aligned with the purpose of the meeting and what you’re hoping to accomplish.

Some examples of meeting objectives are:

• Create a plan to improve the onboarding process for summer interns
• Create a new plan to reduce customer churn in the second half of the year
• Come up with new ideas for rebranding and redesigning the company website
• Decide if there is a budget to hire five new IT professionals this quarter
• Find new ways to recognize and celebrate team achievements during monthly meetings to boost morale

2Provide relevant information

Next, be sure the AI tool your team is using to generate an agenda has all the relevant information. This includes details like how long the meeting will last, who will be attending when the meeting should take place, what it should be titled, and if any pertinent documents should be attached.

When the AI tool has all the information it needs, there’s a better chance you won’t need to make many revisions. An AI meeting assistant like Fellow, for example, has all your meeting information in one place.

3Review the agenda and revise 

As part of the steps for AI-driven meeting preparation, be sure to review the agenda and revise it as needed. Reviewing and editing the agenda ensures all the topics you’re looking to cover are included and that it was generated based on the needs of your team.

When the AI tool has all the information it needs, there’s a better chance you won’t need to make many revisions. An AI meeting assistant like Fellow, for example, has all your meeting information in one place and is the best place to build a comprehensive agenda.

4Use AI to allocate appropriate time slots

When several attendees need to be a part of a meeting, it can be challenging to find a time slot that works for everyone, or at least the vast majority.

AI can help here, too! Use it to find appropriate time slots for when the meeting should take place within the team calendar. This helps ensure the key stakeholders and decision-makers can attend the meeting, take part in the conversation, and answer any questions other attendees have.

5Provide feedback

If you found you had to make more changes to the agenda than you had expected, be sure to provide feedback to the AI tool you decided to use. This way, the next time you use the AI tool to generate a meeting agenda for your team, it can be more on par with the type of agenda you need with minimal revisions.

6Have time and space for spontaneous discussion 

If the AI-generated meeting agenda you’re working from doesn’t leave time and space for impromptu discussion, be sure to factor that in yourself. Having time for questions, comments, and related talking points that come up is important; otherwise, you may have to schedule another meeting to ensure this discussion takes place. To avoid that, factor in enough time to talk these action items through. 

How much time you leave here will likely depend on the type of meeting taking place and how many attendees will be joining. 

7Use the agenda as a guide 

Whether you used AI to generate the meeting agenda or you wrote the agenda yourself, always remember to use it as a guide. As long as the conversation stays relevant and on track, it’s okay to use the agenda as a suggestion instead of having it be set in stone.

8Share the agenda in advance 

Another must-do, no matter who made the agenda, is to share it with the attendees in advance. This ensures everyone comes prepared with questions, comments, and any potential concerns. The agenda can also be helpful to have ahead of time if any related documents need to be tracked down before the meeting begins.

Drive more purposeful meetings with Fellow AI

AI-generated meeting agendas can drastically improve how your organization holds meetings. They can save time, increase collaboration, and boost efficiency. Fellow’s AI capabilities, including an AI meeting agenda generator, transform meetings into productive work sessions that your team members will actually want to attend. With Fellow as your AI meeting assistant, meeting preparation is a breeze with suggested meeting agendas built at warp speed for organized meetings.

Users often also take advantage of the huge selection of 500+ meeting templates, ensuring nothing falls through the cracks. Additionally, with Fellow it’s easy to record meeting notes for reference, assign action items so everyone can be responsible for their own tasks, and exchange feedback for continuous improvement. 

For everything from running efficient meetings to fostering accountability and enabling productivity, Fellow is the effective meeting agenda tool your team needs.