When to Send a Meeting Agenda: an Effective Guide

What’s the best time to send out a meeting agenda? What if someone doesn’t receive it in time? How can you ensure everyone is on board with the planned discussion topics?

There are many questions that need to be answered when determining how and when to send a meeting agenda. This article outlines the benefits of sending a meeting agenda and when to send one to ensure your meetings run smoothly.

What Is a Meeting Agenda?

A meeting agenda is a document that lists the items to be addressed during a meeting. It typically includes the time allotted for each item, as well as any relevant material or background information that should be reviewed beforehand.

Meeting agendas can be used by individual participants to prepare for meetings. Or they can be distributed to all attendees to ensure that everyone is aware of the topics scheduled for discussion.

Benefits of Sending a Meeting Agenda

Meeting schedules are all about keeping members of the meeting on track to cover things in a manner that is beneficial for the group.

That’s why it is beneficial for a group to send out a meeting agenda. It can lay the groundwork for knowing where the meeting is going before it even begins.

Below are some key benefits of sending a meeting agenda:

  • It helps ensure everyone is prepared for the meeting and knows what will be discussed.
  • Keeps the meeting on track by ensuring that each topic is addressed on time.
  • It helps to avoid confusion or misunderstandings among attendees by providing a clear outline of the discussion topics.
  • Helps team members communicate better and work together more effectively.
man standing in front of people sitting beside table with laptop computers
Photo by Campaign Creators on Unsplash

When to Send a Meeting Agenda?

The purpose of a meeting agenda is to provide everyone with information about what will be discussed. The agenda should be sent out to attendees at least 24 hours before the meeting is scheduled to take place. So that people have time to read it and come up with questions or comments.

To get something approved during the meeting, put it on the agenda as an action item. Also, make sure someone is assigned responsibility for following up after the meeting.

Five Considerations for Sending a Meeting Agenda

When sending a meeting agenda, be sure to avoid the following:

  • Avoid Being vague or ambiguous in your descriptions of items. Be specific about what you want to discuss and what action(s) you would like attendees to take.
  • Refrain from including too much information – keep it concise! An agenda is to help participants prepare for the meeting, not overload them with details they will forget by the time the meeting starts.
  • Don’t make assumptions about people’s knowledge or prior engagement with particular topics – always provide context if needed!
  • Provide clear instructions on how speakers should submit proposals/ideas during the discussion. Otherwise, this can lead to confusion among attendees, who may feel unprepared to contribute effectively later in the meeting.
  • Ensure everyone has access to the most recent agenda. Everyone involved should have access to the most up-to-date version of the agenda beforehand! This helps ensure that no important points are missed due to a lack of clarity.


A meeting agenda is a specific kind of document that lists the objectives of a meeting and the topics covered during it. An agenda can be used both formally and informally. This article is a guide to help you understand when to send a meeting agenda and its importance in running meetings smoothly.

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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