Meeting Agenda Builder

The Prompt

Create a meeting agenda for: [MEETING PURPOSE]

Parameters:
- Duration: [X minutes]
- Attendees: [ROLES, not necessarily names]
- Meeting type: [decision / brainstorm / status update / planning / retrospective]
- Must-decide: [KEY DECISION(S) needed by end of meeting]

Structure:

**Pre-work** (sent 24h before):
- What to read/prepare (keep under 10 minutes of prep)
- Specific questions to come prepared to answer

**Agenda:**
| Time | Topic | Owner | Type | Output |
|------|-------|-------|------|--------|
| 0:00-X | ... | ... | info/discuss/decide | ... |

For each section:
- Clear facilitator question (not "discuss X" but "should we do X or Y?")
- Decision-making method (consensus / leader decides / vote)
- Explicit output (decision made, action assigned, or topic parked)

**Last 5 minutes reserved for:**
- Decisions recap (what we decided)
- Actions recap (who does what by when)
- Follow-up meeting needed? (yes/no, and scope)

**Rules:**
- No section over 15 minutes without a break or activity change
- Information sharing should be async; meeting time is for discussion/decisions only
- Every attendee must have a reason to be there (state it)

How To Use It

Specify the meeting type and what decisions need to be made. The AI will distribute time appropriately and ensure every minute has a clear purpose. Send the pre-work to attendees 24 hours before.

Why It Works

Meetings waste time when they lack clear outcomes and when information sharing consumes discussion time. This prompt separates preparation (async) from discussion (sync) and ensures every section has a facilitator question that drives toward a decision.

Variations

Retrospective:

Design a 60-minute team retrospective. Include: warm-up (5 min), data gathering (15 min), insight generation (20 min), action planning (15 min), close (5 min). Use [FRAMEWORK: Start-Stop-Continue / 4Ls / Sailboat].

One-on-one:

Create a 30-minute 1:1 agenda between [MANAGER] and [REPORT]. Balance: their topics (career, blockers) and yours (feedback, alignment). Make it a conversation, not an interrogation.

Board meeting:

Structure a 2-hour board meeting. Include: consent agenda (pre-approved items), strategic discussion (one deep topic), financials, CEO update, and executive session. Time-box ruthlessly.