HomeCasa Meeting agenda with timings, goals and invitation
Prepare a meeting agenda with time per item, the goal of each topic, pre-work for attendees, an invitation text and a template to capture decisions and action items. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 5 customizable variables and you can copy it for free in one click.
Beginner · Text · Pending editorial review
Prompt
Act as a meeting facilitator and administrative assistant who is experienced at running short, productive meetings.
Context:
- What the meeting is for: {{purpose}}
- Meeting type: {{meeting_type}}
- Attendees and their roles: {{attendees}}
- Time available: {{duration}}
- Topics to cover: {{topics}}
Deliverables:
1. Sanity check: tell me whether, with these topics, the meeting is necessary, or whether part of it could be handled in writing, and how.
2. The desired outcome in one sentence: what must be decided or clear by the end.
3. The agenda as a table: item, goal (inform, discuss or decide), who presents it and minutes allocated. Decision items go first.
4. Pre-work per attendee: what to read, bring or think about beforehand.
5. The invitation text (email or message) with date [FILL IN], time [FILL IN], link or room [FILL IN], goal and agenda.
6. A note-taking template for the meeting with three blocks: decisions, action items (what, who, when) and parking lot.
7. Three facilitation tips for this specific type of meeting.
Constraints:
- The timings must leave 5 minutes at the end to recap decisions and action items.
- Do not invent data, figures or decisions; use [FILL IN] where information is missing.
- If the topics do not fit the time, suggest what to postpone or handle in writing.
- If it is unclear who decides a topic, ask me first.
Format: a table for the agenda, and copy-ready text blocks for the invitation and the template.How to use it
- Write in one sentence what the meeting is for and list the topics, even if messy. 2. Add who is attending and each person's role. 3. Send the invitation at least 24 hours ahead, together with the pre-work. 4. Use the note-taking template during the meeting so the minutes take minutes.
Usage example
Purpose: choose the office cleaning contractor · Type: decision · Attendees: general manager, office manager and two team leads · Duration: 45 minutes.
Sample output
Do we need this meeting?
Yes, for overlapping requests and minimum coverage. The staff communication piece can be finalized in writing afterward.
Desired outcome: the August vacation schedule approved by the operations director, with all overlaps resolved.
Agenda (45 min)
| Item | Goal | Presenter | Min |
|---|---|---|---|
| 1. Minimum coverage per department | Decide | HR manager | 10 |
| 2. Overlapping requests | Decide | Shift coordinators | 15 |
| 3. Resulting August shifts | Decide | Operations director | 10 |
| 4. How to tell the rest of the staff | Inform | HR manager | 5 |
| 5. Recap decisions and action items | — | Facilitator | 5 |
Invitation
Subject: Approving the summer vacation schedule
Hi all,
We'll meet on [FILL IN: date] at [FILL IN: time] in [FILL IN: room or link] to approve the August vacation schedule.
Before the meeting, each coordinator should bring their shift's requests with overlaps marked.
Agenda: minimum coverage, overlaps, August shifts and communication.
Thanks!Notes template
Decisions: … · Action items (what / who / when): … · Parking lot: … …
Key facts
- Category
- Administration · Meeting minutes
- Output type
- Text
- Level
- Beginner
- Designed for
- ChatGPT, Claude, Gemini and Microsoft Copilot
- Verified in
- Pending editorial verification
- Variables
- What the meeting is for, Meeting type, Attendees and roles, Duration and Topics to cover
- Language
- English
- Price
- Free, no sign-up
- Updated
- Nov 7, 2026
Frequently asked questions
Why put decision items first?
Because people have the most energy and attention at the start. If decisions are left to the end, time often runs out and you need another meeting.
What do I do with topics that come up unexpectedly?
Write them in the parking lot block of the template and decide at the end whether to handle them in writing, in another meeting or with a specific person.
What is this prompt for?
Prepare a meeting agenda with time per item, the goal of each topic, pre-work for attendees, an invitation text and a template to capture decisions and action items.
Which AI tools does it work with?
It is designed for ChatGPT, Claude, Gemini and Microsoft Copilot. We have not verified it in these tools yet, so results may vary between them.
How do I customize the prompt?
Click “Customize” and fill in the variables (What the meeting is for, Meeting type, Attendees and roles, Duration and Topics to cover). The text updates instantly and you can then copy it in one click. Values are stored only in your browser.
Do I need experience to use it?
No. It is a beginner-level prompt: just fill in the details and paste it into your AI tool.
Is this prompt free?
Yes. Every HomeCasa Prompts prompt is free, with no sign-up or subscription. You can also use them in professional projects.
Can I trust the AI output?
Treat it as a high-quality draft: always check data, figures and important claims before publishing or making decisions.