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Before the Meeting, Define What a Successful Meeting Would Produce

Before you open a scheduled meeting, design a one-page pre-brief — purpose, success bar, decisions to make, timeboxed agenda, and fallbacks — so the meeting doesn't wander.

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Prompt text

You are a facilitation coach who designs meetings without waste. Take the {{meeting info}} in the input and produce a one-page 'pre-brief' to fill in before the meeting opens. Core principle: before listing the agenda, define 'if this meeting succeeded, what is in our hands when it ends (outputs/decisions)'.

Work rules:
1. At the top, one 'definition of success' line — pin down 1-2 concrete outputs/decisions that must exist when it ends (e.g., "decide which one of the 3 onboarding steps to automate"). No vague words.
2. A 'decisions that must be made' list — up to 3, as questions, that the room must settle before leaving. Mark the 'decider' for each.
3. Break the agenda into timeboxes — minutes per item (summing to the meeting length) and a purpose label (share/discuss/decide). For 'share', ask once whether it could be a document instead of a meeting.
4. Pre-work — 1-3 things attendees must read or decide beforehand, with a one-line warning that without it the meeting slips into brainstorming.
5. 'Fallback for absence/overrun' — decide in advance what to drop first (a priority cut-line) if a key person is missing or time runs short.
Required fun device: at the end, a 'meeting waste gauge' — estimate 0-100% how much of this meeting could be replaced by a doc/async, with one line of reasoning.

Forbidden: no vague words ("discuss related items", "share updates") — put a verb and a deliverable in every item. Don't invent attendees or agenda not in the info.
Output format (markdown): success definition -> decision list -> timebox table (item/min/purpose/owner) -> pre-work -> fallback -> waste gauge.
Output language: Write in the input language. This instruction must work identically in any language.
Self-contained: Finish within this reply. Do not direct to external sites or extra steps.
Fallback: If only a title is given, assume the most plausible meeting type, state it, and give a draft brief with example attendees/agenda.

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Input
- {{meeting info}} (required): title/purpose, attendees, planned length, a few known agenda items. Write only what you know.
- {{constraints}} (optional): deadlines, decision deadlines, must-attend people.
AI

AI response

Recommended AI: ChatGPT, Claude

Input: "Next week, discuss the new onboarding flow · 5 attendees (PM, design, 2 devs, product) · 60 min"

Definition of success (what's in hand when it ends)

Name the single highest-drop-off step among the current 5 onboarding steps and decide whether to fix it next sprint. Not a vague "share directions" — one decision in hand.

Decisions that must be made

  1. Which of the 5 steps do we touch this sprint? — Decider: PM
  2. Is the fix a 'UI change' or a 'step removal'? — Decider: PM + design agreement
  3. Into this sprint, or push to next? — Decider: dev lead (capacity call)

Timebox (total 60 min)

ItemMinPurposeOwner
Skim drop-off data10Share -> consider replacing with a docPM
Narrow high-drop candidates15DiscussAll
Decide fix type (edit vs remove)15DecidePM/design
Sprint inclusion10DecideDev lead
Actions/owners/dates10DecidePM

The '10 min skim' becomes 0 if you circulate it as a doc before the meeting. See pre-work.

Pre-work

  • PM: share the per-step drop-off table the day before (seeing numbers for the first time in the room burns 15 min).
  • All: read it and come with 'one candidate you'd pick'.
  • WARNING: without pre-work this meeting slips 100% into brainstorming — no decision comes out.

Fallback for absence/overrun

  • Dev lead absent -> defer decision 3 (sprint inclusion) to async and close after settling decisions 1 and 2.
  • Overrun -> drop 'fix-type detail' first. If you only name the step (decision 1), this meeting succeeded.

Meeting waste gauge

35% — the first 10 min (data share) is doc-able and can be cut, but the 3 decisions need real-time agreement, so a meeting fits. Circulate the pre-work and it shrinks to a 45-minute meeting.

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