How to set up and optimize meeting agendas in Charma for productive B2B strategy sessions

If you run B2B strategy sessions, you know the pain: meetings that wander, people who tune out, and agendas that look good but don’t drive results. This guide is for anyone who’s tired of wasted meetings—and wants to use Charma to set up and actually optimize meeting agendas. Whether you’re a team lead, account manager, or the person just trying to herd the cats, you’ll get step-by-step advice (plus a few honest warnings) to make your next strategy session count.

Why Meeting Agendas Fail (and Why Charma Helps)

Let’s get real: most meeting agendas are either too vague (“Discuss Q3 strategy”) or so jam-packed you never get through them. Charma isn’t a magic bullet, but it does give you a framework for actually sticking to an agenda—and keeping your team on track. The trick is knowing how to set it up and not falling for every shiny feature along the way.

Step 1: Get Clear on Your Session Goals

Before you even open Charma, ask yourself: What does a “productive” strategy session look like?

Are you making a decision? Brainstorming? Solving a specific problem?
Who actually needs to be there?
What’s the one thing that would make this meeting worth everyone’s time?

Pro tip: If you can’t write your main objective in one sentence, your agenda will be a mess.

Step 2: Set Up Your Meeting in Charma

Once you’ve got your objective, it’s time to move into Charma. Here’s how to make it work for you—not the other way around.

Create a new meeting.
Give it a clear, descriptive title (“Q3 Sales Strategy—Decisions & Next Steps,” not “Sales Meeting”).
Invite only the people who need to be in the room. More isn’t better.
Pick the right cadence.
For B2B strategy sessions, you probably don’t need weekly meetings. Monthly or quarterly works for most teams.
Charma lets you set recurring meetings, but don’t overcommit. “Recurring” shouldn’t mean “on autopilot.”
Add co-facilitators if needed.
If you want someone else to help steer the meeting or take notes, add them as a co-owner.
Be clear about who’s running the show. Too many cooks = confusion.

Step 3: Build a Focused, Actionable Agenda

Here’s where most meetings go off the rails. Charma gives you templates and agenda sections, but resist the urge to add everything under the sun.

What Works:

Three to five agenda items, max. If you can’t get through it in the time you have, cut ruthlessly.
Time-box each section. Charma lets you set time limits per item. Use it. If “Sales Pipeline Review” gets 15 minutes, stick to it.
Be specific. Instead of “Review Q3 Goals,” try “Decide on top three Q3 priorities.”
Assign owners. Every agenda item should have a person in charge, not just “Team.”

What to Ignore:

The default “Check-in” and “Shout-outs” sections—unless they’re truly valuable for your group. These often eat up time and add little to B2B strategy sessions.
Overly broad or “FYI” items. If it’s just information, send an email instead.

Sample Agenda Layout (in Charma):

Quick Context Setting (5 min) — [Owner: You]
Q3 Pipeline Blockers: Identify & Prioritize (15 min) — [Owner: Sales Lead]
Decide on Target Accounts (10 min) — [Owner: Marketing]
Assign Next Steps (10 min) — [Owner: You]
Open Questions (5 min, if time) — [Owner: Anyone]

Step 4: Use Charma Features—But Don’t Let Them Distract You

Charma has bells and whistles: shared notes, integrations, automatic reminders. These can help, but too many features can slow you down.

Worth Using:

Collaborative agenda editing: Let attendees add items in advance (but approve them before the session). Keeps things transparent.
Action item tracking: Assign tasks during the meeting, right in Charma, so nothing gets lost.
Private notes: Jot down sensitive feedback or reminders for yourself.

Be Wary Of:

Endless integrations: Connecting every tool under the sun can create more noise than value. Stick to what your team actually uses (Slack, Google Calendar, etc.).
Template overload: Charma offers templates, but most are too generic. Start with a blank agenda and build your own.

Step 5: Run the Meeting—Stick to the Agenda, Kill Side Conversations

During the meeting, Charma’s agenda should be your roadmap, not wallpaper. Here’s how to keep things on track:

Share your screen with the agenda open. Keeps everyone focused.
Call out time limits. If you’re running behind, either decide quickly or park the topic for next time.
Document decisions and next steps live. Capture them in Charma as you go, so there’s no post-meeting confusion.
Shut down tangents. “Let’s take that offline” isn’t rude—it’s necessary.

Pro tip: If someone brings up something off-topic, add it to a “Parking Lot” section in Charma. Review at the end—if there’s time.

Step 6: Follow Up Without the Fuss

A meeting isn’t done until everyone knows what happens next. Charma’s follow-up tools can do the heavy lifting, but you still need to drive accountability.

Send out action items immediately. Charma can auto-email these, but double-check for clarity.
Set deadlines. “Next week” isn’t a deadline. Be specific.
Check in before the next meeting. Don’t wait until the day of to see what’s been done.

What to ignore: Automated “How did this meeting go?” surveys. Unless you plan to read and act on the feedback, skip it.

Step 7: Review and Refine Your Agenda Process

The best meeting agendas aren’t set-and-forget. After a couple sessions, look at what’s working (and what’s not):

Are you consistently running out of time? Cut items or tighten discussions.
Are people disengaged? Ask them—directly, not via anonymous survey.
Are action items actually getting done? If not, simplify or clarify them.

Don’t be afraid to ditch sections that add no value. B2B strategy sessions are about focus, not formality.

Keep It Simple. Iterate Often.

Charma can help you run tighter, more productive strategy meetings—but only if you keep things simple and stay skeptical of clutter. Start with clear objectives, build lean agendas, and focus on outcomes. If something’s not working, change it—don’t just hope the tool will save you.

The best meeting agendas are living documents, not rituals. Use Charma as a tool, not a crutch, and your team will thank you. Or at least, they’ll stop dreading your invites.