ChatGPT Prompt for Planning a Meeting
Effective meeting planning requires rigor and foresight. Between defining objectives, selecting participants, preparing the agenda, and managing logistics, the steps are numerous and often time-consuming. ChatGPT becomes a valuable ally to structure this process from start to finish. By providing the context of your meeting — type, participants, duration, stakes — you get in seconds a complete plan including a detailed agenda, key questions to address, time allocation per topic, and even an invitation template to send to participants. The AI particularly excels at prioritizing topics according to their importance, formulating measurable objectives for each agenda item, and suggesting facilitation formats suited to the meeting type. Whether you are organizing a weekly team meeting, a strategic steering committee, or a brainstorming workshop, ChatGPT adapts its recommendations to the specific context. You thus save considerable time while ensuring that each meeting is productive and well-framed from its conception.
Paste in your AI
Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are an expert in facilitation and professional meeting management. I need to plan a meeting and need your help to structure it optimally.
Here is the context:
- Meeting type: [TEAM_MEETING / STEERING_COMMITTEE / BRAINSTORMING / PROJECT_REVIEW / ONE_ON_ONE]
- Main objective: [decide on X / review Y / generate ideas for Z]
- Participants: [number and roles of participants]
- Planned duration: [DURATION_IN_MINUTES]
- Format: [IN_PERSON / VIDEO_CONFERENCE / HYBRID]
Generate a complete meeting plan including:
- A clear title and a SMART objective for the meeting
- A detailed agenda with time allocation per topic
- For each agenda item: the specific objective, the person responsible for the presentation, the recommended facilitation format (round table, presentation, open discussion, voting)
- Key questions to ask for each topic
- Documents or data to be prepared in advance by each participant
- An email invitation template to send to participants with context and expectations
- A meeting minutes template with sections for decisions, actions, responsible persons, and deadlines
Ensure that the plan promotes active participation from everyone and strictly adheres to the allotted time.
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Why this prompt works
This prompt is effective because it combines a precise expert role with a structured context using clear variables, allowing ChatGPT to personalize its response. The numbered list of expected deliverables acts as a formatting constraint that guarantees an exhaustive and actionable output. Finally, the final instruction on participation and time management adds qualitative criteria that elevate the relevance of the result.
Use Cases
Variants
Expected Output
You will obtain a complete, ready-to-use planning document: a timed agenda with facilitation formats for each point, a list of preparations to request from participants, and a professional invitation email. It will be accompanied by a structured meeting minutes template to capture decisions and actions during the meeting.
Frequently Asked Questions
How do I adapt the prompt if my meeting is a mix of in-person and remote attendees?
Specify the hybrid format in the corresponding field and add a specific constraint: « Some participants will be joining via video conference. Adapt the facilitation formats to ensure fair participation between people in the room and those remote, and suggest online collaborative tools (Miro, Google Docs, Slido) for each interactive activity. » ChatGPT will then adjust its recommendations with inclusive techniques like round-robin speaking turns or real-time chat for questions.
Can ChatGPT be used to generate the meeting minutes afterwards?
Absolutely. After the meeting, you can paste your raw notes into ChatGPT with a prompt like: « Here are the meeting notes I took during the session. Transform them into structured minutes with the following sections: decisions made, action items (with owner and deadline), open points, and next steps. » If you used the template generated during the planning phase, the result will be even more consistent because ChatGPT can cross-reference the planned points with what was actually covered.
How do I handle planning a recurring meeting with ChatGPT?
For recurring meetings (daily stand-up, weekly check-in, monthly review), ask ChatGPT to create a reusable template rather than a one-off plan. Use a prompt like: « Create a reusable agenda template for our 45-minute weekly team meeting with 6 people. Include fixed sections (action review, KPIs, blockers) and a variable section to customize each week. » Then, before each occurrence, you can ask ChatGPT to fill in the variable section based on the project’s current status.
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Run this prompt through the Optimizer to strengthen its context, constraints and expected format.
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- LéaAI
Astuce : remplacez la grille de compte-rendu par un template Notion ou Trello lié aux actions. Cela évite la double saisie et permet un suivi en temps réel des échéances par les responsables.
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