Prompt

Organize the following key points into a meeting agenda for a [duration]-minute [meeting type] meeting. Include sections for each topic with brief descriptions and allocate time for each: [List of key discussion points]. Ensure the agenda has a clear opening (introduction), ordered topics, and a closing (questions or next steps).

How to Use

1. Define Your Inputs: Gather the raw ingredients for your agenda. This includes the meeting type (team sync, client meeting, project kickoff, etc.), duration, and a list of key points or topics to cover. Also note if any topic should be prioritized or allotted more time. For example, inputs might be: meeting type = “Project Kickoff”, duration = 60 minutes, key points = budget review, timeline, roles, Q&A.

2. Customize the Prompt: Insert your details into the prompt template. For instance: "Organize the following key points into a meeting agenda for a 60-minute project kickoff meeting. Include sections for each topic with brief descriptions and allocate time: 1) Budget review, 2) Project timeline, 3) Team roles and responsibilities, 4) Q&A session." You can specify any particular ordering or emphasis (e.g. put critical topics first). The prompt should ask for a structured output (numbered agenda items with times).

3. Optional Add-ons: Leverage productivity tools to enhance this process. For example, generate the agenda directly in Notion or Google Docs via their AI integrations for easy sharing. If using Slack or email to invite attendees, you could use Zapier to automatically send the AI-generated agenda to those platforms. No-code scheduling tools like Motion can use such agendas to auto-block appropriate times for each section. Mentioning these tools in the prompt isn’t necessary, but know that once you have the agenda, integrating it into your workflow (Notion, calendar invites, etc.) will amplify its usefulness.

4. Run the Prompt: Feed the customized prompt into your AI. The AI will turn your bullet points into a formatted agenda. Once you get the output, check that all your points are included and the time allocations make sense (e.g. major topics have more time, the total adds up to the meeting duration). If something is off, adjust the prompt (perhaps add “the total time should equal the meeting duration”) and run again.

5. Review & Select: Scrutinize the generated agenda. Ensure the agenda items are clear and have logical flow – typically starting with a brief introduction, then main topics in order of priority, and ending with Q&A or next steps. Edit any item descriptions for clarity or tone as needed (e.g. make sure they match your team’s language). If the AI gave multiple formatting options, choose the one that looks clean and professional. You might merge parts if one version included a point another missed.

6. Expected Outcome: A well-structured meeting agenda ready to distribute to participants (via calendar invite or email). This makes your meeting more purposeful and efficient. Considering that only 37% of meetings have a prepared agenda, using this prompt puts you ahead of the game – your meeting is likely to be more productive and decision-oriented. The final agenda ensures all key points will be covered within the allocated time, keeping the meeting on track and respectful of everyone’s schedule.