Meeting Prompts

Prepare for my upcoming 1:1 meeting with [PERSON]. Create a structured agenda that includes: (1) Check-in — an icebreaker question and general wellbeing check, (2) Their Updates — space for them to share wins, challenges, and blockers, (3) My Updates — key information I need to share with them, (4) Review Actions — status of action items from our last 1:1, (5) Discussion Topics — [LIST ANY TOPICS], (6) Career Development — one question about their growth and goals, (7) Feedback — one piece of positive reinforcement and one constructive observation, (8) Action Items — space to capture new actions. Allocate time for a 30-minute meeting.

Help me prepare for a difficult meeting about [TOPIC]. Include: (1) My opening statement, (2) Key points to make, (3) Anticipated objections and responses, (4) Ground rules to set, (5) Desired outcome, (6) Plan if things go off track.

Create a structured meeting agenda for a [DURATION]-minute [MEETING TYPE] meeting. Include: (1) Meeting objective — one clear sentence, (2) Attendees and their roles, (3) Agenda items with time allocations that add up to [DURATION] minutes, (4) For each item: topic, presenter, expected outcome (decision, discussion, or FYI), (5) Pre-read materials or preparation needed, (6) Leave 5 minutes for wrap-up and action items. Topic: [TOPIC].

Calculate the cost of this meeting: [NUMBER] attendees with average salary [AMOUNT/YEAR], meeting duration [MINUTES], happening [FREQUENCY]. Show: (1) Cost per meeting, (2) Annual cost, (3) Opportunity cost (what else could these people be doing), (4) Is this meeting worth the cost? (5) Suggestions to reduce cost (fewer attendees, shorter, async alternative).

Review this meeting [TRANSCRIPT/NOTES] and extract every decision made. For each: (1) Decision statement, (2) Who decided, (3) Rationale given, (4) Impact or implications, (5) Dissenting opinions if any, (6) Review or revisit date if mentioned. Present as a numbered decision log the team can reference.

Create a facilitation plan for a [TYPE — difficult conversation / brainstorm / decision meeting / conflict resolution] about [TOPIC]. Include: (1) Pre-meeting preparation, (2) Ground rules to set, (3) Opening statement, (4) Discussion structure and timing, (5) Techniques to manage dominant speakers, (6) How to handle disagreement, (7) Decision-making method, (8) Closing and action capture.

Review these meeting notes and extract all action items. For each action item, provide: (1) Task — what needs to be done, (2) Owner — who is responsible, (3) Deadline — when it's due (if mentioned), (4) Priority — High, Medium, or Low based on context. Format as a clean table. If no deadline was mentioned, suggest a reasonable one based on the urgency implied.

I have a meeting with [ATTENDEES] about [TOPIC] scheduled for [DATE/TIME]. Prepare a briefing that includes: (1) Recent email threads and Teams messages related to this topic, (2) Any shared documents or files relevant to the discussion, (3) Key talking points I should raise, (4) Open questions or unresolved items from previous conversations, (5) Suggested agenda with time allocations.

Generate 10 retrospective questions for a team that just completed [PROJECT/SPRINT]. Mix: celebration, improvement, process, team dynamics, and forward-looking questions. Avoid yes/no questions.

Create a sprint planning document for Sprint [NUMBER] ([DATE RANGE]). Include: (1) Sprint Goal — one clear objective, (2) Team Capacity — available days per team member accounting for leave/holidays, (3) Carried Over Items — unfinished work from last sprint, (4) New Backlog Items — prioritised list with story points/effort estimates, (5) Sprint Commitments — what we are committing to deliver, (6) Risks & Dependencies — anything that could block delivery, (7) Definition of Done — acceptance criteria for this sprint. Format as a collaborative document with checkboxes for tracking.

Help me run a team morale pulse check. Create: (1) A set of 8-10 anonymous survey questions covering workload, team dynamics, growth opportunities, communication, and overall satisfaction — use a mix of 1-5 scale and open-ended, (2) An introduction message explaining why we are doing this and that it is genuinely anonymous, (3) A framework for analysing the results — what scores indicate action needed, (4) Response templates for common scenarios: high morale (celebrate), mixed signals (investigate), low morale (urgent action plan), (5) Follow-up actions — specific interventions for each concern area. Tone: caring, genuine, non-corporate.

Create a comprehensive recap of the meeting that just ended. Include: (1) Meeting Title and Attendees, (2) Key Topics Discussed — summarise each agenda item, (3) Decisions Made — list every decision with who made it, (4) Action Items — table with Task, Owner, Deadline, (5) Open Questions — anything unresolved that needs follow-up, (6) Next Meeting — date and preliminary agenda items. Format this ready to share in the Teams channel.