Most agendas are a list of topics with no decision-maker named, no time-box, and an “any other business” section that swallows the last 20 minutes. The result is a meeting that produces a recap email and another meeting. These prompts force a named decision, an owner per section, an explicit “what we will not discuss”, and a should-this-be-an-email filter you can apply before sending the invite. To turn raw notes and calendar context into a ready brief, pair them with this Gemini meeting prep workflow.
Best for
- 1:1s
- Sprint planning
- Cross-team syncs
- Executive reviews
- Customer call prep
1. Decision-driven agenda
Draft an agenda for a {duration}-min meeting. Purpose: decide "{decision}". Attendees: {list with roles}. Output: (a) 1 line on the decision being made, (b) 3 time-boxed agenda items each with an owner, (c) the decision-maker, (d) what we will not discuss in this meeting.2. “Should this be an email?” filter
Below is the meeting I want to schedule. Apply the "should this be an email?" filter: list 3 reasons it could be an email, then 3 reasons it must be live. End with a verdict.
{paste meeting purpose}3. 1:1 agenda
Draft a 30-min 1:1 agenda between me and my {manager / report}. Last 1:1: {date / topics}. This week: {context}. Format: 5 min check-in, 15 min on 2 topics I own, 10 min on topics they bring.4. Sprint-planning agenda
Draft a 90-min sprint planning agenda for a team of {N} engineers. Last sprint outcome: {paste}. Upcoming priorities: {paste}. Output: 6 time-boxed sections with named owners, the 1 sprint goal, and what we explicitly defer.5. Customer call prep agenda
Draft a 30-min customer call agenda. Customer: {company / role}. Goal: {discovery / renewal / expansion}. Output: 3 sections, 2 questions per section, and the 1 signal we need by the end.6. Executive-review agenda
Draft a 45-min agenda for an executive review of {project}. Audience: {execs}. Output: 5 min context, 15 min status + risks, 15 min decisions needed (list them), 10 min asks. No "any other business" — explicitly time-box.7. Pre-mortem agenda
Draft a 60-min pre-mortem agenda for {launch / initiative}. Goal: surface the failure modes before they happen. Output: 5 min framing, 20 min independent silent brainstorming, 25 min clustering + voting, 10 min top-3 mitigations.8. Cross-team kickoff agenda
Draft a 60-min kickoff agenda for a project involving {N} teams. Goal: name the owners, the dependencies, the deadline, and the integration points. Output: an agenda with explicit "what could derail this" section.9. Status-sync agenda (recurring)
Draft a 30-min weekly status-sync agenda template my team can reuse. Output: 5 min wins, 10 min blockers (with named owners), 10 min metrics, 5 min next-week commitments. Make it kill-able when there are no blockers.10. Retro agenda
Draft a 60-min sprint retro agenda. Output: 5 min recap, 15 min silent brainstorm on what to start/stop/continue, 25 min cluster + discuss top 5, 10 min commit to 2 changes with owners. End with the metric for next retro.11. All-hands agenda
Draft a 45-min company-wide all-hands agenda. Format: 5 min wins, 10 min business update with 3 metrics, 10 min thematic deep-dive on {topic}, 10 min Q&A pre-collected, 10 min new-hire intros. Pre-cap energy at the end.12. Cancel-the-meeting drafter
I want to cancel a recurring meeting. Help me write a 100-word note to the attendees that explains the rationale, names what replaces it (async update doc, weekly email), and reassures the 1 person who will object the most.Common mistakes
- No named decision in the agenda — meeting ends with “let’s regroup next week”
- No time-box per item — first topic eats the whole hour, last items get skipped
- No decision-maker named, so the room votes by exhaustion
- “Any other business” left as an open section that derails the close
- Recurring meetings that lost their purpose three quarters ago and nobody cancelled
- Inviting 12 people when 4 are needed — quorum != decision quality