Smarter Week

How to automate it

How to automate “build the agenda and pre-reads for the leadership meeting”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Use a standing agenda with pre-reads due two days before

A fixed agenda template with written pre-reads lets the leadership meeting spend its time deciding instead of presenting.

Typically saves about 35% of the time30 min to set up
  1. 1Create a template: metrics review (10 min), decisions (most of the time), FYIs (written only).
  2. 2Set a rule: topics and pre-reads due 48 hours before, or they wait a week.
  3. 3Ask each owner to state the decision they need at the top of their pre-read.
  4. 4Use an AI brief to summarize the pre-reads for anyone short on time.

Tools: Notion, Confluence, Google Docs or Fellow

Fix 2 of 2

AI

Get a one-page AI brief before each important meeting

Instead of reading every thread and doc, have AI pull out what was decided, what is open and what you are being asked for.

Typically saves about 50% of the time5 min to set up
  1. 1Collect the invite, linked docs and the last few email or chat threads, or use Copilot, Gemini or Glean which can read them for you.
  2. 2Paste or point the AI at them with the prompt below.
  3. 3Read the brief, then open only the sources it flags as important.
  4. 4Save the brief in the meeting notes so others can use it.
Prompt to copy
I have a meeting about [TOPIC] with [WHO] in [TIME]. From the material below, give me a one-page brief: 1) the purpose of the meeting in one line, 2) what has already been decided, 3) the open questions, 4) what I am being asked to decide or provide, 5) any risks or disagreements between people. Quote numbers exactly and say which document each point came from. Do not invent anything.

[PASTE INVITE, DOCS AND THREADS]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Microsoft Copilot · Gemini in Google Workspace · Glean

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Chief of Staff

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Other common tasks for Chiefs of Staff