Meeting Planner
Plan meetings and agendas your team actually reads
Agendas written five minutes before the call, decisions lost in an email thread, and no record of who owns what. Voko keeps the pre-meeting discussion and the agenda in one place, so the plan reflects what the team agreed on — and the follow-ups have names against them.
See it in action
A real conversation, and the plan it produced. Tap Plan to see the other half.A real conversation on the left — and the plan Voko kept from it on the right. Scroll either side.
Q3 Strategy Sync — 45 min
Why teams run their meetings from a shared plan
- Collect agenda items and availability from the team before the call
- Keep prep, context and decisions out of scattered email threads
- Every agenda item gets an owner and a time box
- Invite colleagues and external attendees with one link
How to plan a meeting with your team
- 1Create a meeting plan and invite the attendees
- 2Collect topics, timings and prep material in the shared chat
- 3Run the meeting from the generated agenda and capture decisions against it
Meeting planning questions
What should a meeting agenda include?
A purpose stated in one sentence, each topic with an owner and a time box, any pre-reading with a link, and a clear decision the meeting is meant to reach. An agenda without a named outcome tends to become a status update. Sending it at least 24 hours ahead is what makes prep actually happen.
How do you write an agenda for a team meeting?
Start from the decisions that need making, not the topics people want to mention. List each one with the person accountable and the minutes allotted, put the item that needs the most energy first, and leave the last five minutes for next steps. Anything that is information-only belongs in a written update instead.
How long should a team meeting be?
Default to 25 or 50 minutes rather than 30 or 60 — it gives people a gap between calls and forces the agenda to be honest. Most recurring team meetings do not need an hour; they expand to fill whatever is booked. If the agenda cannot fill 25 minutes, it is an email.
How do you collect agenda items from a team before a meeting?
Open the agenda for contributions a few days ahead and close it the day before, so it is not being edited during the call. The people who need to raise something get a place to put it, and the owner gets time to sequence it. Voko keeps that collection thread attached to the agenda itself rather than in a separate document.
How do you keep track of decisions made in meetings?
Write the decision, the owner and the date at the moment it is made — not afterwards from memory. The most common failure is a meeting that reaches agreement and produces no record of it, so the same discussion repeats three weeks later. Capturing decisions against the agenda item they belong to keeps the context with them.
How do you plan a meeting across different time zones?
Find the overlap window first and treat it as a fixed constraint, then rotate which region takes the inconvenient slot for recurring meetings. Publish the time in each attendee's local zone rather than one canonical one, and record anything that a region will predictably miss.