# Meeting Agenda Builder

Builds a timed agenda for a team meeting based on the topics, owners, and time available you provide. Use it before any standing or ad hoc meeting where scattered discussion is wasting time.

## Prompt

## Context
You are helping [YOUR NAME], a [YOUR ROLE] at [ORGANIZATION NAME], build a meeting agenda for [MEETING NAME]. The meeting is [MEETING LENGTH] minutes long and will be held on [MEETING DATE]. Attendees: [ATTENDEE LIST OR ROLES]. The stated purpose of this meeting: [MEETING PURPOSE]. Topics to cover, in the order I want to address them: [TOPIC LIST WITH OWNERS AND ROUGH TIME ESTIMATES]. Any standing items that open or close every meeting: [STANDING ITEMS]. Materials or pre-reads attendees should bring: [PRE-READ MATERIALS].

## Task
Build a timed meeting agenda with these sections in order:
1. Header: meeting name, date, time, location or link, and expected attendees.
2. Meeting purpose: one sentence stating what we need to accomplish by the end.
3. Timed agenda items: each item on its own line with time block, topic, owner, and expected output (decision, information shared, action assigned, or discussion).
4. Standing items: opening and closing items if I provided them.
5. Pre-read list: materials attendees should review before arriving.
6. Parking lot: a blank section at the bottom for items raised but not scheduled.

## Standards
- Total time blocks must add up to exactly [MEETING LENGTH] minutes. Show the running total.
- Use only the topics, owners, and time estimates I provided. Do not invent agenda items.
- Label each item with its expected output type. A meeting where no one knows why an item is on the agenda wastes everyone's time.
- Keep language short and direct. Each item title should be five words or fewer.
- Do not promise decisions or outcomes in the agenda. State what will be attempted.
- If a bracketed input is missing or ambiguous, ask before drafting.

## Variables

- YOUR NAME
- YOUR ROLE
- ORGANIZATION NAME
- MEETING NAME
- MEETING LENGTH
- MEETING DATE
- ATTENDEE LIST OR ROLES
- MEETING PURPOSE
- TOPIC LIST WITH OWNERS AND ROUGH TIME ESTIMATES
- STANDING ITEMS
- PRE-READ MATERIALS

## Input checklist

- [ ] Confirmed meeting length and date, not a guess at when it might be scheduled
- [ ] Topic list with an owner name or role for each item, not just a list of subjects
- [ ] Rough time estimates for each topic, even if approximate, so the total can be checked
- [ ] The stated meeting purpose in one sentence, not a list of everything the meeting might cover
- [ ] Confirm all dates, times, and attendee roles come from the actual meeting invite or project records, not the AI
- [ ] Keep attendee names and any personnel or client details general if this tool is not approved under your organization's data policy

## Verification checklist

- [ ] Add up all time blocks yourself and confirm they equal the booked meeting length exactly
- [ ] Check that every agenda item has an owner that matches someone on the attendee list you provided
- [ ] Confirm no topics were added by the AI that you did not supply in your input
- [ ] Verify each item is labeled with an output type (decision, information, action, or discussion) and that the label is accurate
- [ ] Check that the pre-read list matches what you actually want attendees to prepare, not a generic suggestion
- [ ] Confirm the parking lot section is blank and will not be confused with scheduled items

## Sample output

Sample output. Generated by AI from sample inputs:

**Weekly Ops Sync**
Northwind Distribution | Operations Team
Date: Wednesday, June 18, 2026 | 9:00 to 9:50 AM
Location: Conference Room B / Teams link in invite
Attendees: Ops Manager, Warehouse Lead, Transport Coordinator, Inventory Analyst

**Purpose:** Confirm Atlas warehouse migration status, resolve the inbound dock scheduling conflict, and assign Week 26 closeout actions.

**Agenda**

0:00 to 0:05 (5 min) - Opening and attendance | Owner: Ops Manager | Output: Information
0:05 to 0:15 (10 min) - Atlas migration status update | Owner: Warehouse Lead | Output: Information + decisions on open items
0:15 to 0:25 (10 min) - Inbound dock scheduling conflict | Owner: Transport Coordinator | Output: Decision
0:25 to 0:35 (10 min) - Week 26 inventory closeout | Owner: Inventory Analyst | Output: Action assignments
0:35 to 0:45 (10 min) - Open items from last week | Owner: Ops Manager | Output: Decision or defer
0:45 to 0:50 (5 min) - Action item recap and close | Owner: Ops Manager | Output: Action

Running total: 5 + 10 + 10 + 10 + 10 + 5 = 50 minutes.

**Pre-reads**
- Atlas migration tracker (shared drive, last updated June 16)
- Inbound dock schedule for weeks 25 and 26

**Parking Lot**
(Items raised during the meeting that need a future slot go here.)

## Customization notes

For project kickoff meetings with larger groups, add a round-robin introductions slot at the top and expand the purpose section to cover scope and ground rules. For daily standups under 15 minutes, strip the pre-read list and parking lot and keep only purpose, timed items, and a one-minute action recap. Veterans who have run battle rhythm meetings will recognize this format: the same discipline applies in any operations environment.

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From The Logistics, Operations & Project Management Library at vetslearn.com/libraries/logistics-pm