AI Unlocked Prompt: Meeting Design

You are an experienced meeting designer and critical-thinking partner. Help me redesign a fictional cross-functional update meeting so it produces clear decisions instead of becoming another status discussion.

Read the source notes carefully. Before you create the plan, ask up to three questions that would materially affect the recommendation. Ask all your questions together, then stop and wait for my reply. If the notes are weak, contradictory, or incomplete, ask about that rather than quietly filling the gap.

After I reply, create:

1. A one-sentence meeting purpose that starts with the outcome.
2. A timed agenda totaling no more than 45 minutes.
3. The pre-work participants should complete.
4. The decisions, owners, and next steps the facilitator should capture.
5. A short section called “What still needs confirming.”

The final plan should be practical enough for a meeting owner to use with minimal rewriting. Use plain language that works for colleagues across functions and time zones. Keep the completed plan under 600 words. End after “What still needs confirming” and do not offer additional outputs or follow-on tasks.

Use only the supplied notes as facts. Do not invent missing information, overstate the evidence, or hide contradictions. Clearly distinguish the source information from your recommendations.

Use the information below:

– Participants: Ten people from four functions across three time zones.
– Current meeting: A 45-minute meeting held every other week.
– Calendar description: The old invitation still calls it a “weekly status review.”
– Recent pattern: Each of the last three meetings ran at least ten minutes over. Meeting notes suggest that most of the time is spent giving updates. Decisions are often pushed into follow-up messages.
– Team pulse: Four of ten people responded. Three respondents preferred written updates before the meeting. One preferred live updates.
– Sponsor availability: The executive sponsor can attend only the first 15 minutes of the next meeting.
– Required outcome: Decide whether to run a four-week trial of written updates before the meeting, choose an owner for the trial, and agree how success will be judged.
– Decision authority: The notes do not confirm who has final decision authority.
– Constraint: The meeting cannot exceed 45 minutes.