Meeting AI Toolkit
Before · During · After — 6 prompts to make every meeting count.
These prompts are designed to be quick-reference. Bookmark this page and come back before your next meeting.
Prep in 5 minutes. Walk in knowing your goal and your opening line.
Meeting Prep Brief
5–10 minutes before the meeting
Prepare me for this meeting in the next 5 minutes. Meeting type: [MEETING_TYPE] Attending: [ATTENDEES] My goal: [PRIMARY_GOAL] Context: [BRIEF_CONTEXT] What I'm nervous about: [CONCERN] Give me: 1. My three talking points in priority order 2. One line to open the meeting that sets the right tone 3. The one thing I must achieve for this meeting to count as a success 4. One anticipated objection and how I'd handle it
Replace: [MEETING_TYPE], [ATTENDEES], [PRIMARY_GOAL], [BRIEF_CONTEXT], [CONCERN]
Agenda Creator
When you're running the meeting
Create a tight agenda for a [MEETING_LENGTH]-minute [MEETING_TYPE]. Attendees: [ATTENDEES] Goal of the meeting: [MEETING_GOAL] Topics to cover: [TOPICS_LIST] Decision needed by the end: [REQUIRED_DECISION] Build a minute-by-minute agenda: - Name who owns each section - Specify what needs to be true at the end of each section (not just "discuss") - Include a 2-minute decision/close segment at the end - Flag which topics should be cut if we run short Most meetings have twice as much on the agenda as can fit. Cut before you start.
Replace: [MEETING_LENGTH], [MEETING_TYPE], [ATTENDEES], [MEETING_GOAL], [TOPICS_LIST], [REQUIRED_DECISION]
Use these when a meeting goes off track or when you need to think clearly in real time.
Meeting Redirect Script
When the meeting is going off track
The meeting I'm in has gone off track. Help me redirect it without being rude. Meeting goal: [MEETING_GOAL] What's happening instead: [WHATS_HAPPENING] Who's derailing it: [WHO] (a senior stakeholder / a verbose colleague / unclear ownership) Time remaining: [TIME_REMAINING] minutes Give me: 1. A redirect phrase I can use right now that's direct but not dismissive 2. How to acknowledge what's been discussed while steering back to the goal 3. What to say if the off-topic item is actually important and needs its own conversation
Replace: [MEETING_GOAL], [WHATS_HAPPENING], [WHO], [TIME_REMAINING]
Real-Time Decision Clarifier
When something important gets decided but isn't clear
I'm in a meeting where an important decision was just made, but it's not clear who owns what. The decision: [DECISION_MADE] People in the meeting: [ATTENDEES] What I heard as the outcome: [MY_UNDERSTANDING] What seems ambiguous: [AMBIGUITY] Write me a one-sentence clarification I can say right now to confirm ownership and next steps before we leave the room. Format: "Just to confirm — [DECISION] means [NAME] will [ACTION] by [DATE]. Is that right?"
Replace: [DECISION_MADE], [ATTENDEES], [MY_UNDERSTANDING], [AMBIGUITY]
The follow-up is where vague conversations become real commitments.
Meeting Follow-Up Email
Within 2 hours of the meeting
Write a meeting follow-up email. Meeting with: [ATTENDEES] Meeting topic: [MEETING_TOPIC] Decisions made: [DECISIONS] Action items (who does what by when): [ACTION_ITEMS] Next meeting or checkpoint: [NEXT_TOUCHPOINT] Tone: [EMAIL_TONE] Write the email: - Opening: one sentence of context (not "Per our conversation...") - Decisions: clearly stated - Action items: named responsibilities with deadlines, not vague tasks - Closing: next touchpoint Under 200 words. Send it today.
Replace: [ATTENDEES], [MEETING_TOPIC], [DECISIONS], [ACTION_ITEMS], [NEXT_TOUCHPOINT], [EMAIL_TONE]
Meeting Effectiveness Review
Monthly — review all your meetings at once
Help me review the meetings I've been in this [WEEK/MONTH]. Recurring meetings I attend: [RECURRING_MEETINGS] One-off meetings I attended: [ADHOC_MEETINGS] Time spent in meetings: approximately [HOURS_IN_MEETINGS] hours For each recurring meeting: 1. What decision or progress was actually made in the last three occurrences? 2. What would happen if it were cut to half the time or made async? 3. Should I attend, send a delegate, or get meeting notes instead? Give me: a list of meetings to cut, meetings to shorten, and meetings to keep — with one reason for each.
Replace: [RECURRING_MEETINGS], [ADHOC_MEETINGS], [HOURS_IN_MEETINGS]
Meeting rules worth keeping
- →Every meeting needs a stated goal before it starts. If you don't know why you're there, ask before the meeting, not during.
- →The follow-up email is where commitments get made real. Send it within two hours while everything is fresh.
- →Your opening sentence sets the tone. Say it before the meeting starts, not in response to something that happens.
- →The most effective meeting length is shorter than you scheduled. Cut 15 minutes from every meeting and see what happens.