For meetings to be effective, it needs to have well defined boundaries. These boundaries are termed as agenda in our everyday meeting terminology. So, it is imperative that a responsible meeting organizer who is looking at pragmatic results at the end of the meeting sets the agenda before the meeting begins, identifies all the players in it and provides other administrative details such as when the meeting would start, when it would end and where it would be held.
I will reserve the discussion on how meetings are to be conducted for another post. I am sharing an agenda template which can be readily used for setting up meetings and to be shared along with the meeting invite.
In the template, you will find basic information sought after such as the teams that are involved in the meeting and references to previous meetings or townhalls if any. It will also specify who the chairperson would be and who would be taking down the minutes. This is mandatory to avoid ambiguity and surprise nominations at the last minute, so that the people taking up responsibilities come prepared for it.
The actual agenda section must be as detailed as possible. Only when the agenda is drafted with unambiguity and clarity, the meeting that follows will have clear vision, mission and direction.
Do let me know if you have any further questions on the shared template.