Planning Meetings with Notion

Efficient meeting planning and the creation of clear agendas are essential to the success and productivity of any team or company.

Notion offers a versatile and highly customizable platform for managing every aspect of your meetings, from preparation to follow-up. In this post, we’ll show you how to set up a meeting planning and agenda system in Notion, ensuring that every meeting is productive and well-organized.

Introduction

Well-planned meetings are essential to the smooth operation of any organization. Without a proper structure, meetings can become a waste of time and resources. Notion allows you to organize and manage your meetings efficiently, ensuring that all participants are informed and prepared.

Can Notion be used to plan meetings?

Notion is a flexible tool that can be customized to meet your team’s specific needs. Some of the benefits of using Notion for meeting planning include:

• Centralized information: Everything related to your meetings in one place.
• Ease of use: An intuitive, easy-to-learn interface.
• Real-time collaboration: Allows multiple team members to work together on the same page.
• Integration: Ability to link with calendars and other tools.

Setting up your meeting space in Notion

Quick Start

Open Notion and create a new page called “Meetings and Schedules.” This page will serve as your central hub for organizing all your meetings, from brainstorming sessions to project reviews and follow-up meetings.

Page Structure

Clear organization

Divide the “Meetings and Schedules” page into specific sections for different types of meetings or teams. For example, you can have separate sections for “Team Meetings,” “Client Meetings,” and “Brainstorming Sessions.” This organization will help you keep everything organized and easily accessible.

Planners

Streamline the preparation

Create an agenda template within the page that you can duplicate for each meeting. This template should include sections for the meeting objective, agenda items, participants, and task assignments. To create a template, simply type “/template” in Notion and select the “Template” button. Name it appropriately—for example, “Agenda Template”—and configure the content you want to appear each time you use the template.

Meeting documentation and follow-up

Comprehensive Registry

Within each specific meeting section, create individual pages for the scheduled meetings. Use the agenda template for each meeting, filling in the relevant details and planned discussion points. After the meeting, use the same page to document the outcomes, decisions made, and assign tasks with clear deadlines.

Calendar integration

Stay in sync

Although Notion doesn't sync directly with external calendars by default, you can integrate your Google or Outlook calendar using third-party tools or simply by copying and pasting the link to your calendar event onto the meeting page for easy access. This will ensure that everyone is up to date on important dates and times.

Accessibility and Collaboration

Encourages participation

Share the “Meetings and Agendas” page with all relevant members of your team or company. Make sure they have editing permissions, allowing them to add items to the agenda or document discussions and decisions. This not only improves collaboration but also ensures that everyone is on the same page and prepared.

Practical example: weekly team meeting

Detailed implementation

Let’s say you’re organizing a weekly team meeting. Start by creating a new page for this week’s meeting under the “Team Meetings” section, and use your agenda template to fill in the basic details: date and time, meeting objective, proposed discussion points, and the list of participants.

During the meeting, open this page to guide the discussion, making sure that all key points are covered. After the meeting, update the page with a summary of what was discussed, the decisions made, and the tasks assigned, including who is responsible for each task and when it is due.

Finally, review the tasks assigned during the upcoming weekly meetings to ensure follow-up and accountability.