If you’re tired of meetings with no agenda, pointless rabbit holes, or repeat follow-up emails, you’re not alone. If you’re using Avoma to record, transcribe, or analyze meetings, there’s a simple way to cut down on the chaos: custom meeting templates. This guide is for anyone who wants to actually get value out of their meetings—sales, customer success, founders, or honestly, anyone who’s sick of “just winging it.”
Below, I’ll walk you through setting up and managing custom meeting templates in Avoma, call out what’s actually worth doing, and flag the stuff you can skip.
Why bother with meeting templates?
Before you roll your eyes: yes, templates can feel like overkill. But if you keep having the same types of meetings—demos, onboarding calls, check-ins—a template is a lifesaver. It helps you:
- Keep meetings on track (so you’re not scrambling for topics)
- Make sure you don’t forget key questions or info
- Save time prepping for meetings you run all the time
If your meetings are always ad hoc, maybe you don’t need templates. But if you find yourself repeating yourself, it’s probably time.
Step 1: Figure out which meetings need a template
Don’t make a template for every single meeting. Start simple. Look for:
- Meetings you run weekly or monthly (team syncs, 1:1s)
- Calls with a repeatable structure (sales calls, onboarding, support check-ins)
- Areas where things keep slipping through the cracks
Pro tip: Ask your team which meetings feel messy or repetitive. That’s where a template helps most.
Step 2: Get to Avoma’s meeting template area
Here’s how to find it:
- Log in to Avoma.
- On the left sidebar, click on Settings (the gear icon).
- Under “Productivity,” look for Meeting Templates.
If you don’t see it, you might not have the right permissions. Only admins or folks with certain roles can create templates. If you’re blocked, ask your Avoma admin.
Step 3: Create a new custom meeting template
Once you’re in the Meeting Templates section:
- Click “Create Template” (usually top right).
- Give your template a clear, honest name. “Sales Discovery Call” beats “Q2 Meeting Process Doc.”
- Add a description (optional, but helps if you or others will use this later).
Now, you’ll see a blank template editor. Time to build your structure.
Step 4: Build out your template (what to include, what to skip)
Avoma lets you add different sections—agenda, questions, notes, action items. Here’s what actually helps:
- Agenda: Sketch the flow of the meeting. Keep it short—think headlines, not essays.
- Key Questions: Add must-ask questions. Don’t overdo it; two or three is plenty.
- Action Items: Leave a section to jot down next steps.
Skip the fluff: You don’t need a “Vision Statement” or “Purpose” for every meeting. Focus on what you actually need in the moment.
Example: Sales Discovery Call Template - Agenda - Quick rapport (2 min) - Prospect’s pain points (10 min) - Demo (15 min) - Next steps (3 min) - Key Questions - What’s your biggest challenge with X? - Who else is involved in the decision? - Notes & Action Items sections
Pro tip: If you’re not sure what to include, start barebones. You can always add more later.
Step 5: Set template permissions and visibility
When you save a template, Avoma lets you set who can see or use it:
- Private: Only you
- Team: Anyone in your team or department
- Organization: Everyone
If you’re experimenting, keep it private. If your whole sales team needs it, share it with the team. Don’t make everything org-wide unless it’s truly generic—clutter is real.
Step 6: Use your template for meetings
Here’s where most people get tripped up: templates only help if you actually use them.
When scheduling a meeting
- In Avoma, when you create or edit a meeting, look for the “Apply Template” option.
- Pick your template from the list.
The agenda and questions will be added to your meeting. They’ll show up for you and anyone else invited (who’s in Avoma).
During the meeting
- Take notes directly in the template sections.
- Mark action items as you go.
- If you use Avoma’s transcription, the template helps organize everything in the transcript too.
Heads up: If you’re working with people outside your company who don’t use Avoma, they won’t see the template. You’ll need to copy-paste the agenda into your calendar invite or email.
Step 7: Review and improve your templates
No template is perfect the first time.
- After you run a few meetings, ask: Did the template help? Anything missing or unused?
- Edit the template in Avoma. Cut fluff, add what you forgot.
- Don’t be precious—if a template isn’t helping, delete it.
Templates aren’t set-and-forget. They’re more like a work in progress. If meetings still feel rough, tweak the template, not just the meeting.
What actually works (and what doesn’t)
Works: - Keeping templates dead simple. Too much structure, and people ignore them. - Using templates for recurring or high-stakes meetings—sales, onboarding, project kickoffs. - Sharing templates with the right group—don’t clutter up everyone’s view.
Doesn’t work: - Forcing templates on every meeting. Some meetings just need a blank page. - Templates with long-winded intros or fancy formatting—nobody reads them. - Creating dozens of templates. You’ll never maintain them all.
Common pitfalls (and how to dodge them)
- Template overload: Don’t create a template for every tiny variation of a meeting. Stick to the big ones.
- Not updating templates: Outdated templates are worse than none. Set a reminder to review quarterly.
- Ignoring feedback: If your team hates the template, it’s useless. Gather quick feedback and adjust.
Wrapping up: Keep it simple, keep it useful
Custom meeting templates in Avoma can save you a lot of hassle, but only if you start small and tweak as you go. Don’t get bogged down in making the “perfect” template. Build one that’s just good enough, use it, and improve it over time.
One last bit of advice: If a template isn’t making your meetings better, scrap it. There’s no prize for having the most templates—just for running meetings that don’t suck.