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Roundtable Discussion Agenda Template and Format (60 Minutes)

Use this roundtable discussion agenda to run a focused conversation where every participant speaks. It runs 60 minutes, sets a speaking time per round, and ends with the points the group agrees on.

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Roundtable discussion agenda: the template

Eight timed items for a moderated roundtable of six to ten people. Each has a moderator prompt and an example entry, so the format works for panels, industry groups and internal discussions.

Roundtable discussion agenda

Total time: 60 minutes

  • Topic: [Roundtable topic as a question]
  • Date and time: [Date, start time]
  • Location or link: [Room or video link]
  • Moderator: [Name]
  • Note taker: [Name]
  • Participants: [Names, roles, organisations]
  • Speaking time per round: [e.g. 2 minutes each]
  1. 0:005 min
    Welcome, topic and ground rules

    State the question being discussed, the speaking time and the rule: one speaker at a time, build on others' points.

    ExampleQuestion: how do we cut time to hire without lowering quality? Two minutes per round.
    PropriétaireModerator
  2. 0:0510 min
    Round 1: introductions and opening view

    Go around the table. Each participant gives their name, role and a one sentence view on the topic.

    ExampleDana, recruiting lead: 'Our offers are slow, not our interviews.'
    PropriétaireModerator
  3. 0:1515 min
    Round 2: experience and evidence

    Each person shares a specific example of what worked or failed, with a number if they have one.

    ExampleMarcus: cutting from 5 interview stages to 3 took our time to hire from 41 to 28 days.
    PropriétaireParticipants
  4. 0:3015 min
    Open discussion on the main tension

    Name the point where views differ and invite responses. Moderator draws in quieter voices and limits repeats.

    ExampleTension: fewer stages versus the risk of a weaker hire. What would make you comfortable with 3?
    PropriétaireModerator
  5. 0:455 min
    Audience or follow-up questions

    Take two or three questions from observers, in the chat or on cards, and direct each to one person.

    ExampleQuestion from the chat: how do you handle references with fewer stages?
    PropriétaireModerator
  6. 0:505 min
    Final round: one takeaway each

    Each participant gives one sentence on what they would do on Monday.

    ExamplePriya: I will agree a 48 hour offer deadline with my hiring managers.
    PropriétaireModerator
  7. 0:553 min
    Summary of agreement and open points

    Read back what the group agreed and what remains open, in three or four bullet points.

    ExampleAgreed: 3 stages for non-managerial roles. Open: how to assess seniority.
    PropriétaireModerator
  8. 0:582 min
    Next steps and thanks

    Say how notes will be shared and whether a follow-up session is planned.

    ExampleNotes by Friday. Follow-up roundtable in 6 weeks.
    PropriétaireModerator

Éléments d'action

Task Propriétaire Due
Send the discussion summary to all participants Note taker Within 2 working days
Share the data on stages and time to hire mentioned in round 2 Marcus [Date]
Draft a one page proposal on the 3 stage process Dana [Date]
Copy as textDownload .txtPrint or save as PDF

Copy-ready agenda text

Paste this into Google Docs, Word, Notion or an email. Replace anything in [brackets].

Copy the text
ROUNDTABLE DISCUSSION AGENDA

Topic: [Roundtable topic as a question]
Date and time: [Date, start time]
Location or link: [Room or video link]
Moderator: [Name]
Note taker: [Name]
Participants: [Names, roles, organisations]
Speaking time per round: [e.g. 2 minutes each]

TIMED AGENDA (60 minutes)

0:00  Welcome, topic and ground rules (5 min) | Owner: Moderator
      State the question being discussed, the speaking time and the rule: one speaker at a time, build on others' points.
0:05  Round 1: introductions and opening view (10 min) | Owner: Moderator
      Go around the table. Each participant gives their name, role and a one sentence view on the topic.
0:15  Round 2: experience and evidence (15 min) | Owner: Participants
      Each person shares a specific example of what worked or failed, with a number if they have one.
0:30  Open discussion on the main tension (15 min) | Owner: Moderator
      Name the point where views differ and invite responses. Moderator draws in quieter voices and limits repeats.
0:45  Audience or follow-up questions (5 min) | Owner: Moderator
      Take two or three questions from observers, in the chat or on cards, and direct each to one person.
0:50  Final round: one takeaway each (5 min) | Owner: Moderator
      Each participant gives one sentence on what they would do on Monday.
0:55  Summary of agreement and open points (3 min) | Owner: Moderator
      Read back what the group agreed and what remains open, in three or four bullet points.
0:58  Next steps and thanks (2 min) | Owner: Moderator
      Say how notes will be shared and whether a follow-up session is planned.

ACTION ITEMS
Task | Owner | Due
[Task] | [Name] | [Date]

How to run this meeting

  1. Frame the topic as a question

    'Hiring' invites a lecture. 'How do we cut time to hire without lowering quality?' invites an answer. Send the question and the ground rules ahead of the meeting.

  2. Keep the circle small and the time fixed

    Six to ten participants is the practical limit for a one hour roundtable. Tell people their speaking time in advance and use a visible timer in the first two rounds.

  3. Moderate the tension, not the whole conversation

    Let rounds 1 and 2 run to the clock. In open discussion, step in only to bring in quiet voices, cut repeats and name where views really differ.

  4. End with takeaways that can be written down

    A round of one sentence takeaways gives you the output of the meeting. Read the agreements back before closing, so the note taker records them accurately.

Record who said what at the table

A roundtable has many speakers and few slides, which makes it hard to take notes on. Speak AI records the discussion and labels each speaker, so the summary reflects every participant's view.

  • Record the roundtable on Zoom, Google Meet or Microsoft Teams, or upload audio from an in-person table.
  • Get a transcript with speakers labelled, so each participant's contribution is easy to find and quote.
  • Get an automatic summary of the main views, the point of tension and where the group agreed.
  • Get action items with owners and dates pulled out, such as the follow-up data participants offered to share.

See how the Assistant de réunion IA et le IA preneur de notes work, or start with a free account.

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Foire aux questions

How to structure a roundtable discussion?

Start with the topic and ground rules, go around the table for introductions and opening views, share examples in a second round, open the floor on the main tension, take questions, then finish with one takeaway each and a short summary.

What is a roundtable discussion format?

A roundtable is a moderated discussion where all participants have equal standing and each speaks in turn. A moderator keeps time, draws out quieter people and summarises. There are usually no slides and often no formal presentation.

What are some good topics for a roundtable discussion?

Topics with real disagreement work best: how to cut time to hire, where to invest in customer support, how to adopt AI tools safely, or how to handle hybrid work. Frame the topic as a question people can answer from experience.

How long should a roundtable discussion be?

Sixty minutes suits six to ten participants: a few minutes of framing, two speaking rounds, open discussion and a closing round. For more than ten people, split into two tables or extend to 90 minutes.

Who should moderate a roundtable?

A neutral person who does not need to argue a position. The moderator watches the clock, invites quiet voices, keeps people on the topic and reads back the summary. Avoid using the most senior participant.

Related templates and tools

Roundtable Discussion Minutes TemplatePanel Discussion Agenda TemplateForum Agenda TemplateAll meeting templatesAssistant de réunion AINotetaker AI

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