Meeting agenda prompt: free ChatGPT template
Updated · By Robert Breen
Use this before a short team or client meeting, when you have a pile of topics and fifteen or thirty minutes. Instead of "updates" and "other business," you get an agenda where every item ends in a decision or a next step, the minutes add up, and the items that won't fit are parked on purpose instead of running the meeting long.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are helping [MEETING LEAD] at [BUSINESS] plan a short, focused meeting. Context: The meeting is [MEETING DETAILS]. These are the topics people want to cover, with any background: [TOPICS]. Some are decisions and some are updates. Don't add topics I didn't list, and don't add facts about them. Task: Build an agenda that fits the time. For each item, give the owner, the minutes, and the one question the group must answer, phrased so it ends in a decision or a next step. Put decisions that need everyone near the start. Flag anything that won't fit, and say what each person should bring or read beforehand. Format: A numbered agenda with minutes that add up to the meeting length, then a "Bring or read first" list, then "Parked for later" for anything cut. Plain text that pastes into a calendar invite: no tables, no emoji.
Fill in the blanks
[MEETING LEAD]- Who runs the meeting. The agenda is written for them.
[BUSINESS]- Your business name and what you do.
[MEETING DETAILS]- Length, day and time, and who attends. The length is the hard limit the agenda must fit.
[TOPICS]- Every topic with an owner and a line of background, including any dates or numbers. The agenda can only be as specific as this list.
Example, filled in
A made-up example from the free lesson Summarize a Meeting Transcript with ChatGPT. Harbor Street Bakery is the made-up bakery in the meeting summary lesson. Last Monday's meeting left two open questions, and Dana wants them settled at the next one.
Role: You are helping Dana Reyes, the owner of Harbor Street Bakery, plan a short, focused meeting. Context: The meeting is 15 minutes next Monday morning with Luis (baking), Priya (counter and website) and Sam (catering). These are the topics people want to cover, with any background: 1. The van lease is up November 1; renew or buy something used? Dana is pulling the numbers. 2. Do we hire holiday counter help for Saturdays? Priya raised it, Dana wanted to see the numbers first. 3. Holiday pie order form: Priya tests it October 9, pre-orders open October 12, 60 pies a day max. 4. Oakwood Library breakfast for 80 on October 20: Sam's quote. Some are decisions and some are updates. Don't add topics I didn't list, and don't add facts about them. Task: Build an agenda that fits the time. For each item, give the owner, the minutes, and the one question the group must answer, phrased so it ends in a decision or a next step. Put decisions that need everyone near the start. Flag anything that won't fit, and say what each person should bring or read beforehand. Format: A numbered agenda with minutes that add up to the meeting length, then a "Bring or read first" list, then "Parked for later" for anything cut. Plain text that pastes into a calendar invite: no tables, no emoji.
What a good answer looks like
- Each item is a question with an answer: "Van: renew the lease or buy used?" rather than "Van discussion."
- The van and counter-help decisions come first, while all four people are fresh, with the pie form and library quote as quick updates.
- Minutes that add up to exactly 15, or a clear note that something was parked to make them fit.
- "Bring or read first" names real prep: Dana brings the lease and used-van numbers, Priya the Saturday counter numbers.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Add up the minutes yourself. Models are confident about sums that are wrong.
- Tick off every topic you listed. Each should be on the agenda or under "Parked," and nothing should appear that you didn't list.
- Check the dates and numbers against your list: November 1, October 9, October 12, 60 pies a day, 80 people. No invented van prices or wages.
- Make sure each owner is the person who can actually answer the question.
Why this prompt works
The Task's "one question the group must answer" is what turns a topic list into an agenda that produces decisions. The Format's rule that minutes must add up is a constraint you can check in five seconds.
Practice it in the free lesson
Summarize a Meeting Transcript with ChatGPT: Paste a long meeting transcript into ChatGPT and get the decisions, an action items table with owners and due dates, and a follow-up email ready to send. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Prompt Writing 101: Role, Context, Task, Format
Terms used here
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