Demo Agenda Builder
A manual, step-by-step agenda-generation tool: fill in your discovery notes, run them through the role-to-segment lookup table and time-budget formula, and get a stakeholder-mapped agenda ready to send.
What's inside
- Step 1: stakeholder input worksheet (name, role type, priority/pain, attending, time allocated)
- Step 2: role-to-agenda-segment lookup table for 5 common buyer roles
- Step 3: time-budget formula and percentage table for 30/45/60-minute meetings
- Step 4: fill-in-the-blank agenda output template
- A fully worked example: 45-minute demo, 4 stakeholders
- A send-ready pre-meeting agenda email template
How this tool works
This is a 4-step manual builder. Run your discovery notes through the steps in order and you'll produce a tailored, stakeholder-mapped agenda — no software required, just this worksheet.
Step 1 — Stakeholder input worksheet
Fill one row per attendee, sourced from your discovery notes and the meeting invite.
| Name | Role type (see Step 2) | Their stated priority/pain | Attending? | Notes |
|---|---|---|---|---|
| Economic Buyer | ||||
| Champion/User | ||||
| Technical Evaluator | ||||
| End User | ||||
| Influencer/Skeptic |
Step 2 — Role-to-segment lookup table
For each role type present, this table tells you what agenda segment to build for them, how much time it needs, and which outcome lens to lead with.
| Role type | Agenda segment to include | Time share | Lead with |
|---|---|---|---|
| Economic Buyer | "Business case" segment — ROI, cost of status quo, timeline to value | 15-20% | Results (revenue, cost, risk) |
| Champion/User | Core walkthrough tied directly to their stated pain | 40-50% | Role outcomes (their day-to-day gets easier) |
| Technical Evaluator | Architecture/security/integration segment, ideally with your SE | 15-20% | Feasibility and risk-of-adoption |
| End User | Hands-on segment — let them see or touch the actual workflow | 15-20% | Day-to-day usability |
| Influencer/Skeptic | Direct address of their known objection, named explicitly | 10-15% | Whatever removes their specific blocker |
If a role isn't attending, redistribute its time share proportionally across the roles that are.
Step 3 — Time-budget formula
Formula: Segment minutes = (Total meeting minutes − Buffer) × Segment %
Buffer = opening (intros/agenda-setting) + closing (next steps) — reserve this off the top before allocating segment time.
| Meeting length | Buffer (open+close) | Time available for segments |
|---|---|---|
| 30 min | 6 min | 24 min |
| 45 min | 8 min | 37 min |
| 60 min | 10 min | 50 min |
Apply the Step 2 percentages to the "available" column, not the total meeting length.
Step 4 — Agenda output template
``` DEMO AGENDA — [Company] × [Buyer Company] Date/Time: [ ] Duration: [ ] min Attendees: [ ]
- Open + goal alignment [X] min
- Confirm what we heard in discovery
- Confirm what "useful" looks like for this meeting
- [Champion/User segment name] [X] min
- Tied to: [their stated pain]
- [Economic Buyer segment name] [X] min
- Business case / cost of status quo
- [Technical Evaluator segment name] [X] min
- Architecture / security / integration
- [End User / hands-on segment] [X] min
- [Influencer/Skeptic — direct objection] [X] min
- Close + next steps [X] min
- Confirm decision process and next date
```
Worked example — 45-minute demo, 4 stakeholders
Attendees: VP Sales (Economic Buyer), RevOps Manager (Champion), IT Security Lead (Technical Evaluator), Senior Rep (End User).
Buffer: 8 min. Available: 37 min.
| Segment | % | Minutes |
|---|---|---|
| Champion (RevOps pain: manual reporting) | 45% | 17 |
| Economic Buyer (ROI on rep time saved) | 20% | 7 |
| Technical Evaluator (SSO + data residency) | 20% | 7 |
| End User (rep's daily workflow) | 15% | 6 |
Final agenda: Open (4) → RevOps walkthrough (17) → Business case (7) → Security/architecture (7) → Rep hands-on (6) → Close (4) = 45 min.
Pre-meeting agenda email (send-ready)
Subject: Agenda for [Date] — [Buyer Company] × [Your Company] Hi [Name], Looking forward to [Date]. Based on what we've discussed, here's the plan so everyone's time is well spent: - [Time] — Quick alignment on goals for this session - [Time] — [Segment tied to Champion's pain] - [Time] — [Segment tied to Economic Buyer's business case] - [Time] — [Segment tied to Technical Evaluator's questions] - [Time] — [Hands-on segment for End Users] - [Time] — Next steps If there's anything specific [Attendee Name] wants covered, reply and I'll build it in. [Your name]
How to use it
Fill in the stakeholder worksheet from your discovery notes, run each attendee's role through the lookup table to get their segment and time share, apply the time-budget formula for your meeting length, then drop the results into the agenda template and send it before the meeting.