Meeting agenda and pre-read pack

Build a time-boxed agenda with a purpose, decisions needed, roles and a short pre-read so the meeting actually ends in a decision.

Change note: Initial version

Prompt

Design a meeting and a pre-read for me.

Meeting topic: {{topic}}
Attendees and roles: {{attendees}}
Length: {{duration}} minutes
Background and context: {{context}}
What I need from the meeting: {{outcome}}

Create:
1. **Meeting brief** (3 lines): purpose, the decisions or outputs required, and what is explicitly out of scope.
2. **Agenda table**: time slot, topic, owner, format (inform, discuss, decide), and the question to answer. Total time must equal {{duration}} minutes and include a 5-minute buffer or wrap-up for action items. Put the hardest decision early, not last.
3. **Pre-read (one page max)**: situation, the options or proposals, my recommendation with its reasoning, and the 3 questions attendees should come ready to answer. Write it so someone can read it in under four minutes.
4. **Roles**: facilitator, note-taker, decision owner. State who has the final say if there is no consensus.
5. **Follow-up template**: decisions made, actions with owner and deadline, open questions.

If the meeting could be an email or a document, say so and explain what you would do instead.

Variables

• {{topic}}Meeting topictextrequired

  Default: Decide whether to move our product launch from March to May

• {{attendees}}Attendees and roleslongrequired

  Default: Maya (CEO, decision owner), Dev (Engineering), Priya (Marketing), Sam (Sales), Lena (Finance)

• {{duration}}Length in minutesselectrequired

  Options: 30, 45, 60, 90

  Default: 45

• {{context}}Backgroundlongrequired

  Default: Beta bugs are slowing the March launch. Marketing has spent 60% of launch budget. Two enterprise deals hinge on the launch date.

• {{outcome}}What you needtextrequired

  Default: A decision and an owner for each follow-up

Example output

**Brief:** Decide launch timing (March vs May). Output: a date plus mitigation owners. Out of scope: feature redesign.

| Time | Topic | Owner | Format | Question |
|---|---|---|---|---|
| 0:00-0:05 | Context and status | Dev | Inform | What is the bug picture today? |
| 0:05-0:20 | Cost of delay vs cost of risk | Lena, Sam | Discuss | What do we lose with each date? |
| 0:20-0:35 | Decision | Maya | Decide | March, May, or a phased launch? |
| 0:35-0:45 | Actions and wrap-up | Facilitator | Confirm | Who does what by when? |

**Pre-read:** Situation: beta defects at 14 open, 4 severe. Options: (A) hold March; (B) move to May; (C) March soft launch to existing customers. Recommendation: C, because it protects the two enterprise deals while limiting exposure. Questions to prepare: What is the earliest date Engineering will commit to? What revenue is at risk if we slip? Can marketing spend be reused?

**Roles:** facilitator Priya, notes Lena, decision owner Maya.

**Follow-up template:** Decision / Actions (owner, date) / Open questions.

Notes

Naming the decision owner and putting the hard question early prevents meetings from running out of time before the real conversation. The pre-read does the heavy lifting so the live time is for deciding.