The AI Playbook
AI Leadership
Meeting Prep Template
Great meetings start before anyone joins. Use this template to clarify the outcome you want, anticipate concerns and prepare focused talking points.
- Best for
- Leaders, board members, anyone with a high-stakes meeting
- Time
- 10 minutes before a meeting
How to use it
- 1Write down the meeting purpose, attendees (roles, not names, if sensitive) and any background.
- 2Copy the template into your AI tool and fill in the brackets.
- 3Review the agenda and questions. Adjust anything that does not reflect the real dynamics in the room.
- 4Practice the opening out loud once.
- 5After the meeting, use the follow-up prompt to turn your notes into actions.
Prompts
Meeting prep template
Help me prepare for a meeting. Meeting: [title/purpose] Attendees and their roles: [list] Length: [minutes] My desired outcome: [decision, alignment, approval, etc.] Background: [key context] Please give me: 1. A one-sentence objective for the meeting. 2. A time-boxed agenda. 3. 5 questions or objections attendees may raise, with brief, honest responses. 4. 3 key talking points. 5. A 30-second opening statement. 6. What a successful outcome looks like and how to confirm next steps before we close.
After-meeting follow-up
Here are my notes from the meeting: [paste notes] Turn them into: a 3-sentence summary, decisions made, action items with owner and due date, and a short follow-up email to attendees. Mark anything unclear as "To confirm" rather than guessing.
Tips
- Do not paste confidential board materials or personal data into tools your organization has not approved.