The problem
Back-to-back meetings leave no time to prepare, so meetings drift and end without decisions.
Step by step
- Write down the purpose of the meeting and the outcome you want.
- Paste the agenda, last notes or the relevant document.
- Ask for a short brief, three questions and likely objections.
- Afterwards, paste your notes and ask for actions and a follow-up email.
The prompt
I have a meeting about {topic} with {who, roles only}.
The outcome I want: {outcome}
Background: {agenda, notes or document}
Give me a 5-line brief, 3 good questions to ask, 2 objections I might hear with a calm response to each, and a one-line summary I can open with.
Replace the {highlighted} parts with your details, or fill them in with the prompt builder.
Check before you use it
- Facts in the brief are right.
- Questions fit the people in the room.
Privacy
- Use roles rather than names for sensitive meetings.
Do’s and don’ts
Do
- Know your outcome before you join.
- Send a short follow-up the same day.
- Cancel meetings that have no purpose.
Don’t
- Read an AI script word for word.
- Record people without telling them.
- Paste confidential board papers into personal tools.
When not to use AI for this
Performance, HR, medical and legal conversations need a person’s judgement, not a script.
Tools that can help
Microsoft CopilotMicrosoft’s assistant, also built into Outlook, Word, Excel and Teams on Microsoft 365 plans.
Google GeminiGoogle’s assistant, also built into Gmail, Docs and Sheets on Google Workspace plans.
Otter.aiRecords and transcribes meetings, then writes summaries and action items.
NotionNotes, wikis and project boards with built-in AI writing and search.
We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.
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