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How to Create Agenda Items

4 min read

Overview of the Agenda Item Form #

To make your meeting a fully functional agenda, you need to create items for the meeting. When you click on “New Agenda Item,” a form will open where you can add details for a new agenda item:

  1. Title: Provide a clear and concise title for the agenda item.
  2. Description: Write a short description that provides the necessary context for the item.
  3. Summary: Add a summary that can be updated during or after the meeting.
  4. Estimated Time: Specify the estimated time needed for discussing the item.
  5. Category: Choose a category to improve the organization and overview of agenda items.
  6. External Participants: Add external participants if needed.
  7. Responsible Person: Select the person responsible for the agenda item.
  8. More Options: Click this option to reveal additional settings and possibilities.

How to Format Text? #

When you start writing in the description, summary, or decision fields, you can enhance the text format with the following options:

  • H1, H2, or H3 Headers: Use these to create structured headings for better readability.
  • Bullet List: Organize content into simple, unordered lists.
  • Numbered List: Use for ordered or sequential items.

To format specific parts of the text in description, summary, or decision fields, highlight the text you want to format

Choose from the following options:

  • Bold: Make text stand out.
  • Italic: Add emphasis or style to text.
  • Underline: Highlight important text.
  • Strikethrough: Indicate removed or completed items.
  • Link: Add hyperlinks to provide additional context or references.

Attachtments #

How to Add a New Attachment to the Agenda Item? #

You can add relevant attachments to each agenda item. Follow the steps below to add a new attachment:

  • On the agenda item where you want to add an attachment, click on the three dots (More Options) at the top right of the item.
  • Select “Add Attachment” and choose where you want to retrieve the attachment from:
    • Upload: Upload a document from your computer. The document will then be stored in the team’s area and only available to team members.
    • SharePoint: Navigate to the desired file in SharePoint. When selecting the file, you can either link to it or copy it into the agenda.
    • Link: Add a link to an existing file accessible to all team members.

Attachments make it easier to share supporting documents, ensuring all relevant files are organized and accessible within your agenda.

After you add an attachment to an Agenda Item, it will be visible under «Attachments» on the Agenda Item.

How to Remove an Attachment? #

To remove an attachment, click on the three dots to the right of the attachment you want to delete. Then click «Delete» and confirm your choice by clicking «OK».

Uploaded attachments will be deleted from the library.

Items linked to the Agenda Item will only have the link removed, not the actual document.

How to use Planner with Agenda? #

Add a Planner Task to a Agenda Item? #

To link one or more Planner tasks to an Agenda Item, follow these simple steps:

  1. On the desired Agenda Item, click on the three dots in the top-right corner.
  2. Select «Add Planner Task» from the menu.

Next, you need to create the Planner task by filling out the following details:

  1. Planner Plan: Select the plan you want associate the task with. If the plan is set in settings, this is default selected and can not be changed.
  2. Planner Bucket: Select the bucket you want to associate the task with.
  3. Title: Enter a title for the task.
  4. Description: Provide a brief description of what the task is about.
  5. Assigned: Search for and select the person responsible for the task. This person will be assigned the task in Planner.
  6. Due Date: Set a deadline for when the task needs to be completed.

Once you’ve filled out these fields, the Planner task will be linked to your Agenda Item for easy tracking and management.”

How to Add a Decision? #

It is possible to add a decision to an Agenda Item. To do this, follow these steps:

  1. On the agenda item where you want to link a decision, click on the “…” in the top right corner.
  2. Click on “Add Decision”
  3. The decision field will now be visible, and any decisions entered here can easily be found under the “Decision” tab on the Agenda home screen

Managing Agenda Items #

How to Remove an Agenda Item from a Meeting? #

To remove an Agenda Item from a meeting, follow these steps:

  1. On the Agenda Item you want to remove, click on the three dots (…) in the top-right corner
  2. Select «Detach from Meeting» from the menu, and confirm

The Agenda Item will no longer be associated with the meeting but will remain available for future reference or reassignment.

Agenda Items that are not linked to a meeting can be found under the ‘Detached Items’ tab.

How to Add an Existing Agenda Item to a Meeting? #

To add an Agenda Item that was previously removed from a meeting, follow these steps:

  • In the meeting, click on ‘Attach Agenda Item’ at the bottom center of the meeting screen.
  • Next, select the Agenda Item you want to link to the meeting from the menu on the right and click ‘Select’.
  • The Agenda Item will then be visible in your meeting, and you can edit and adjust it as needed.

How to Forward an Agenda Item? #

To carry forward an Agenda Item to a future meeting, follow these steps:

  1. On the Agenda Item you want to carry forward, click on the three dots (…) in the top-right corner of the Agenda Item.
  2. Select «Forward to»
  3. Choose the meeting where you want to carry the item forward.
  4. The Agenda Item will now be linked to the selected future meeting, allowing you to continue working on it or discuss it further.”

How to Copy an Agenda Item #

If you want to copy an Agenda Item from one meeting to another, you can easily do this in the Agenda. The item, including all its content, will be duplicated and exist as two separate items in the respective meetings. To copy an Agenda item:

  1. On the Agenda Item you want to copy, click on the three dots (…) in the top-right corner of the item.
  2. Select «Copy To» from the menu.
  3. In the panel on the right, select the meeting where you want to copy the item.
  4. Confirm by clicking «Select» at the bottom of the panel.

A copy of the Agenda Item will now appear in the selected meeting, allowing you to work with it independently.

Note: Both forwarding and copying of items require that a future meeting exist.

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