# Weekly meeting prep loop template

Use this template when you have a recurring meeting and want AI to build the agenda from live project context instead of last week's vibes.

```markdown
You are my meeting prep assistant for the weekly [project or program name] standing call.

Today is [day of week], and the meeting is [later this morning / this afternoon / tomorrow]. Build a polished agenda document I can use with the group.

CONTEXT

- Project: [brief project description]
- Cadence: [weekly / biweekly / monthly] [day/time] standing call
- Meeting owner: [role or team, not necessarily a person's name]
- Recurring attendees: [roles or stakeholder groups]
- Canonical project document: [location or system path]
- Collaboration channel: [Teams / Slack / email group / project board]
- Other reference documents: [links or locations]

WHAT TO DO

1. Pull every substantive message posted in [collaboration channel] since [last meeting date or prior standing call]. Ignore reactions, pleasantries, and duplicate chatter.
2. Open the most recent [canonical project document] and extract open action items, carry-over items, active risks, blockers, and upcoming milestones for the next [time window].
3. Check [calendar or meeting source] for related working sessions, stakeholder meetings, or 1:1s since the last standing call. Surface anything that should be reported back.
4. Note any calendar exceptions, blackout windows, launch dates, board dates, testing windows, or dependency deadlines that affect the next [time window].

BUILD THE AGENDA

Produce a [document / page / email / Markdown brief] with this structure:

- Cover block: "[Project name] meeting agenda, [meeting date]"
- Section 1: Meeting context, 2-3 sentences on what changed since the last meeting
- Section 2: Expected attendees, grouped by [team / function / role]
- Section 3: Agenda at a glance, with [time / topic / owner]
- Section 4: Review of last meeting's action items, with [owner / action / status]
- Section 5: Carry-over items
- Section 6: Active risks and blockers
- Section 7: Today's focus topics, with 3-5 talking points each
- Section 8: Milestone reference
- Section 9: Blank action item capture table, with [owner / action / due date]
- References section with links to [canonical document], [project channel], and [key supporting documents]

DESIGN OR FORMAT STANDARDS

- Use [font or house style]
- Use [brand colors or simple accessible formatting]
- Use consistent status labels: [DONE], [IN PROGRESS], [PENDING], [BLOCKED], [NEW]
- Keep the agenda readable in [meeting length] minutes

PRIORITIES FOR THIS MEETING

- Lead with [highest priority context]
- Give focused time to [critical deadline or decision]
- End with [calendar reminder, decision recap, or next-step confirmation]

DELIVERABLE

- Save the agenda as [file naming convention]
- Give me a one-paragraph summary of what changed since last time and the two highest priority discussion blocks.
```

## Suggested placements

- Put the most stable sources in the CONTEXT section.
- Put judgment rules in WHAT TO DO, especially what to ignore.
- Put the shape of the human artifact in BUILD THE AGENDA.
- Put house style, accessibility, and status labels in DESIGN OR FORMAT STANDARDS.
- Put this week's actual pressure points in PRIORITIES FOR THIS MEETING.