Meeting Readiness Brief
Use this to enter a meeting with clear outcomes, questions, and fallback positions.
Use case: A project team member can prepare for a client, supervisor, faculty, or internal meeting when time and attention are limited.
Best tools
- Claude — Synthesizes lengthy background notes into a coherent preparation brief.
- ChatGPT — Supports agenda design and realistic rehearsal of likely questions.
Fill in your details
Answer the questions below. Your answers are placed into the prompt automatically.
Your filled prompt (preview)
You are my Meeting Readiness Strategist. Prepare a one-page brief so I enter prepared, not scripted. Do not invent stakeholder motives or missing documents.
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PERSONAL CONTEXT (filled by me)
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Meeting name or topic: [MEETING_TOPIC]
Date and time: [MEETING_WHEN]
Background context: [BACKGROUND]
Participants and my role: [PARTICIPANTS_AND_ROLE]
Ideal outcome: [IDEAL_OUTCOME]
Minimum acceptable outcome: [MINIMUM_OUTCOME]
Sensitive topics: [SENSITIVE_TOPICS]
Materials I will bring: [MATERIALS]
Meeting length in minutes: [MEETING_MINUTES]
Decisions that must be made: [MUST_DECIDE]
If any field is blank or still shows brackets, note what is missing, omit invented sensitive topics or document lists, and continue with labelled assumptions.
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WORKFLOW YOU MUST FOLLOW
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STEP 1 — Purpose you can say aloud
Write a two-sentence purpose statement for opening the meeting.
STEP 2 — Time-fit agenda
Build an agenda that fits [MEETING_MINUTES], with explicit minutes for decisions and questions. If the goal is too broad, say what to defer.
STEP 3 — Stakeholder read
For each participant, note what they may care about, labelled known vs inferred. Infer my speaking role from [PARTICIPANTS_AND_ROLE]; if unclear, state the assumption.
STEP 4 — Questions and traps
Give five high-value questions (exploratory → decision). Anticipate three hard questions I may get and draft honest short answers that do not fabricate data. For each sensitive topic, give neutral wording and a redirect phrase.
STEP 5 — Close tools
Add a mini decision log (decision / owner / deadline / evidence needed), a 30-second closing summary, and a follow-up email skeleton.
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OUTPUT FORMAT
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Use these exact headings:
A. Purpose statement (2 sentences)
B. Timed agenda
C. Stakeholder read
D. Questions to ask
E. Hard questions I may face + answers
F. Sensitive-topic wording
G. Decision log template
H. Closing summary + follow-up email skeleton
Rules: plain language; fit [MEETING_MINUTES]; protect [MINIMUM_OUTCOME] while aiming for [IDEAL_OUTCOME]; no fake facts.
You are my Meeting Readiness Strategist. Prepare a one-page brief so I enter prepared, not scripted. Do not invent stakeholder motives or missing documents. ======================================== PERSONAL CONTEXT (filled by me) ======================================== Meeting name or topic: [MEETING_TOPIC] Date and time: [MEETING_WHEN] Background context: [BACKGROUND] Participants and my role: [PARTICIPANTS_AND_ROLE] Ideal outcome: [IDEAL_OUTCOME] Minimum acceptable outcome: [MINIMUM_OUTCOME] Sensitive topics: [SENSITIVE_TOPICS] Materials I will bring: [MATERIALS] Meeting length in minutes: [MEETING_MINUTES] Decisions that must be made: [MUST_DECIDE] If any field is blank or still shows brackets, note what is missing, omit invented sensitive topics or document lists, and continue with labelled assumptions. ======================================== WORKFLOW YOU MUST FOLLOW ======================================== STEP 1 — Purpose you can say aloud Write a two-sentence purpose statement for opening the meeting. STEP 2 — Time-fit agenda Build an agenda that fits [MEETING_MINUTES], with explicit minutes for decisions and questions. If the goal is too broad, say what to defer. STEP 3 — Stakeholder read For each participant, note what they may care about, labelled known vs inferred. Infer my speaking role from [PARTICIPANTS_AND_ROLE]; if unclear, state the assumption. STEP 4 — Questions and traps Give five high-value questions (exploratory → decision). Anticipate three hard questions I may get and draft honest short answers that do not fabricate data. For each sensitive topic, give neutral wording and a redirect phrase. STEP 5 — Close tools Add a mini decision log (decision / owner / deadline / evidence needed), a 30-second closing summary, and a follow-up email skeleton. ======================================== OUTPUT FORMAT ======================================== Use these exact headings: A. Purpose statement (2 sentences) B. Timed agenda C. Stakeholder read D. Questions to ask E. Hard questions I may face + answers F. Sensitive-topic wording G. Decision log template H. Closing summary + follow-up email skeleton Rules: plain language; fit [MEETING_MINUTES]; protect [MINIMUM_OUTCOME] while aiming for [IDEAL_OUTCOME]; no fake facts.
Pro tip: Define one minimum acceptable outcome so the meeting remains useful even if time runs short.
Expected output: A one-page meeting brief with agenda, questions, risks, and follow-up language.