HomeCasa Recurring meeting audit to win back your team’s hours
Work out how many hours your team’s recurring meetings cost, decide which to keep, shorten, make async or cancel, and run a 4-week experiment to prove it. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 3 customizable variables and you can copy it for free in one click.
Beginner · Text · Pending editorial review
Prompt
Act as a productivity and ways-of-working consultant who specializes in hybrid teams.
Context:
- Team (size, type of work, in-office or remote): {{team}}
- Recurring meetings (name, frequency, length, attendees and purpose):
{{meetings}}
- Main goal: {{goal}}
If the length, frequency or attendee count of any meeting is missing, ask me before calculating.
Deliverables:
1. A cost table: for each meeting, person-hours per week (length × attendees × times per week) and the team total. If I want a dollar figure, add a column with [FILL IN: hourly cost].
2. A decision for each meeting: keep, shorten, reduce frequency, reduce attendees, make async, merge with another or cancel, with a one-sentence reason.
3. For meetings you keep: a one-line purpose, an owner, a standard agenda with timings and how to record decisions and action items.
4. Async replacements: a written weekly update template and simple rules (when to post, how much to write, how to ask for help).
5. A proposal for meeting-free focus blocks that fits the team’s schedule.
6. A 4-week experiment: what to change first, how to measure it (hours recovered and a 3-question team survey) and how to decide whether to keep it.
7. A short message explaining the changes to the team.
Constraints:
- Do not assume a meeting is useless: one-on-ones, safety briefings and meetings required by regulation deserve special care.
- Show the calculations. Do not invent attendees or lengths.
Format: cost and decision table, templates in blocks and the experiment plan as a list.How to use it
- Export or copy your team’s recurring meetings from the calendar with length and attendees. 2. Paste them into the variable and review the proposed decisions. 3. Run the 4-week experiment and compare hours before and after.
Usage example
Team: 9-person marketing team, hybrid · Meetings: 30-min daily with everyone, 60-min weekly results review, 90-min monthly planning, biweekly one-on-ones · Goal: free up focus time.
Sample output
1. Current cost
| Meeting | Calculation | Person-hours/week |
|---|---|---|
| Daily stand-up | 0.5 h × 12 × 5 | 30 |
| Weekly review | 1 h × 6 × 1 | 6 |
| Monthly steering | 2 h × 8 ÷ 4.33 weeks | 3.7 |
| Total | 39.7 |
Dollar cost: 39.7 × [FILL IN: hourly cost].
2. Decision per meeting
| Meeting | Decision | Reason |
|---|---|---|
| Daily stand-up | Shorten to 15 min, Mon/Wed/Fri only | 12 people daily is 75% of the total cost |
| Weekly review | Keep, at 45 min | This is where operational decisions get made |
| Monthly steering | Keep | Low cost, leadership function |
New cost: stand-up 0.25 × 12 × 3 = 9 h; review 0.75 × 6 = 4.5 h; steering 3.7 h → 17.2 h/week. That frees up 22.5 person-hours.
4. Async update (Tuesday and Thursday)
Done since last update:
Today's priority:
Blockers (and who I need):Post by 10:00 am, 5 lines max.
5. Focus blocks
Tuesday and Thursday 10:00 am-12:00 pm meeting-free, with rotating minimum coverage for customer support…
Key facts
- Category
- Business & entrepreneurship · Business productivity
- Output type
- Text
- Level
- Beginner
- Designed for
- ChatGPT, Claude, Gemini and Microsoft Copilot
- Verified in
- Pending editorial verification
- Variables
- Team, Recurring meetings and Main goal
- Language
- English
- Price
- Free, no sign-up
- Updated
- Nov 7, 2026
Frequently asked questions
How do I calculate what a meeting really costs?
Multiply its length by the number of attendees and by how many times it happens per week. A 30-minute daily meeting with 8 people uses 20 person-hours every week.
Which meetings should I avoid cutting?
One-on-ones, meetings for hard decisions and meetings that build trust in remote teams are usually worth it. The typical fix is a shorter slot or a better agenda, not cancellation.
What is this prompt for?
Work out how many hours your team’s recurring meetings cost, decide which to keep, shorten, make async or cancel, and run a 4-week experiment to prove it.
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 (Team, Recurring meetings and Main goal). 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.