Pie Chart Agenda

Choose this exercise

Purpose: Build a shared visual plan that allocates all available meeting time across required agenda topics.

Use it when: Use at the start of an unplanned or brief working meeting where participants have a set ending time but no pre-circulated schedule.

Skip it when: Skip when the meeting already has a binding formal schedule or when running a complex multi-track conference.

Group arrangement: Whole group (up to 8) or working tables of 4 to 6 people

Timing: Source indicates 60 to 90 seconds for small groups; UWT allocates 5 minutes to accommodate setup, consensus, and groups up to 24.

Materials and tools

• 1 flip chart pad or whiteboard
• Dry-erase or flip chart markers (at least 2 colors)
• 1 shared digital whiteboard or document if working online

Before participants arrive

1. Draw a large circle on the board or paper.
2. Confirm the total meeting run time and the hard stop.

Say this to open

We have a fixed block of time and an outcome to reach today, but no rigid agenda. Before we dive into work, let us carve our total time into slices like a clock. We will state our core objective in the center, list our key topics around the perimeter, and assign each topic a slice of the pie.

How to run it

1. State objective and total time 1 minutes

   The facilitator opens with the script. Write the central goal in the middle of the circle (for example, 'Select vendor for data migration'). Announce the exact number of total working minutes available and write that figure at the top of the circle.

2. Propose topics and sequence 1 minutes

   Ask participants to name the required tasks or discussion points. Write each topic around the outside rim of the circle in chronological sequence, moving clockwise from the top.

3. Slice the time allocations 2 minutes

   Draw radial lines from the center to divide the circle into proportional slices matching the time agreed for each step. Label each slice with its allotted minutes (for example, '10 min review criteria', '20 min evaluate options', '15 min decide and assign next steps'). Ensure the total sum matches the total meeting duration.

4. Confirm consensus and assign timekeeper 1 minutes

   Conduct a quick thumb check or verbal agreement. If anyone objects, make one quick adjustment to the slice borders. Designate one participant as the timekeeper to monitor transitions against the chart.

Debrief questions

• Does the visual balance of these slices match the real priority of each topic?
• Which slice carries the highest risk of running over, and how will we hold the line?

Finished output: A visible circular agenda with topic labels and minute allocations summing to the total meeting time.

Remote

Display a digital whiteboard with a blank circle template. The facilitator writes suggested topics and moves radial divider lines on screen as participants call out time splits or post them in the chat. Keep the completed chart pinned or screen-shared throughout the session.

Hybrid

Place the camera directly in front of the physical chart or run the chart entirely on a shared digital whiteboard visible on both in-room screens and remote devices. Have in-person and remote participants contribute suggestions alternately.

Access and participation choices

• Add both minute counts and clock timestamps (such as 10:00 to 10:15) so people who track time numerically rather than spatially can follow easily.
• Participants may pass on suggesting topics and simply vote by raising a hand or typing an agreement indicator.

If the session gets stuck

Participants propose more topics than will fit in the available meeting duration.

Remind the group of the hard stop. Draw a 'parking lot' box next to the circle and move non-essential items into it for a later date.

The group gets bogged down debating minor differences in minute allocations.

Cap slice negotiations at 60 seconds. Round allocations to 5 or 10 minute blocks and prompt the room for an immediate majority thumb signal.

Terms used here

• Ad hoc meeting: A meeting called for a specific, immediate purpose without a pre-circulated formal agenda.