AI Prompts for Meetings & Collaboration: 40+ Ready-to-Use Templates

TL;DR - Best AI Prompts for Meetings & Collaboration

Looking for ready-to-use AI prompts for better meetings? This guide contains 40+ copy-paste prompts that work with ChatGPT, Claude, and Gemini. Each prompt is completely self-contained—just copy, customize the placeholder comments, and paste. For foundational prompting skills, see the Prompt Engineering Fundamentals guide.

What’s included:

• Meeting Preparation — Agendas, pre-reads, discussion questions
• Facilitation — Running meetings, managing discussions, time-boxing
• Meeting Notes — Summaries, action items, decisions captured
• Follow-up — Recap emails, status updates, accountability
• One-on-Ones — Manager meetings, feedback conversations, career discussions
• Team Collaboration — Retrospectives, brainstorming, conflict resolution
• Communication — Announcements, stakeholder updates, difficult conversations

💡 Pro tip: Every line starting with # REPLACE: is a placeholder. Replace these with your actual content before pasting into your AI assistant. For AI-powered everyday productivity, see the AI for Everyday Productivity guide.

How to Use These Meeting Prompts

Each prompt below is ready to copy and paste. Here’s how they work:

1. Copy the entire prompt from the code block
2. Replace the placeholder comments (lines starting with # REPLACE:) with your actual content
3. Paste into ChatGPT, Claude, or your preferred AI
4. Get your result and iterate if needed

Example of customization:

# Before (placeholder):
# REPLACE: What is the purpose of this meeting?
# Example: "Quarterly planning session for Q1 2025"

# After (customized):
Review Q4 results and align on Q1 priorities. Need to finalize the roadmap
and get budget approval from stakeholders.

Meeting Preparation Prompts

Create Meeting Agenda

You are an expert meeting facilitator creating an effective agenda. For building AI-powered workflows, see the [AI-Powered Workflows guide](/tech-articles/ai-powered-workflows/).

=== MEETING DETAILS ===
Meeting purpose: 
# REPLACE: What is this meeting for?
# Example: "Q1 planning kickoff - align team on priorities"

Meeting length: 
# REPLACE: How long is the meeting?
# Example: "90 minutes"

=== ATTENDEES ===
# REPLACE: Who will attend and their roles
# - Sarah Chen (Product Director) - decision maker
# - Mike Johnson (Tech Lead) - technical perspective
# - Lisa Park (Design Lead) - design input
# - James Wilson (PM) - presenting roadmap options
# - 3 Engineers - input on feasibility

=== CONTEXT ===
Background: 
# REPLACE: Relevant context attendees should know
# Example: "Q4 goals were 80% met. Executive team wants more focus on enterprise features."

Pre-work completed: 
# REPLACE: What preparation has been done?
# Example: "James has prepared 3 roadmap options. Team has reviewed customer feedback."

=== DESIRED OUTCOMES ===
# REPLACE: What should be decided/accomplished?
# - Agree on top 3 priorities for Q1
# - Assign owners for each initiative
# - Identify any blockers or resource needs

=== INSTRUCTIONS ===
Create a comprehensive meeting agenda. Provide:

1. MEETING HEADER
   
   **[Meeting Title]**
   Date: [Date] | Time: [Time] | Duration: [X min]
   Location: [Room/Link]
   
   **Purpose:** [One sentence]
   **Desired Outcomes:** [Bullet list]

2. TIMED AGENDA
   
   | Time | Duration | Topic | Owner | Type |
   | --- | --- | --- | --- | --- |
   | 0:00 | 5 min | Welcome & Context | [Name] | Inform |
   | 0:05 | 15 min | [Topic] | [Name] | Discuss/Decide |
   | 0:20 | ... | | | |
   
   Total: [X] min
   Buffer: [X] min
   
   Type: Inform / Discuss / Decide / Align

3. DETAILED AGENDA ITEMS
   
   **1. [Topic Name]** (X min) - [Owner]
   
   Objective: [What this segment should accomplish]
   
   Discussion points:
   - [Point 1]
   - [Point 2]
   
   Decision needed: [Yes/No - if yes, what decision]
   
   (Repeat for each agenda item)

4. PRE-READ REQUIREMENTS
   Before the meeting, please review:
   - [ ] [Document 1] - [Why it's needed]
   - [ ] [Document 2] - [Why it's needed]
   
   Estimated pre-read time: [X minutes]

5. DISCUSSION QUESTIONS
   Come prepared to discuss:
   - [Question 1]
   - [Question 2]

6. ROLES FOR THIS MEETING
   - Facilitator: [Name]
   - Timekeeper: [Name]
   - Note-taker: [Name]
   - Decision maker: [Name]

7. GROUND RULES
   - [Rule 1: e.g., "Cameras on"]
   - [Rule 2: e.g., "Decisions require majority agreement"]

8. PARKING LOT
   Topics to defer:
   - [Any known out-of-scope topics]

9. NEXT STEPS PREVIEW
   After this meeting, we will:
   - [Expected follow-up]
   - [Timeline]

10. CALENDAR INVITE TEXT
    Ready-to-paste description for the calendar invite.

Prepare Discussion Questions

You are a meeting strategist preparing thoughtful discussion questions.

=== MEETING CONTEXT ===
Topic: 
# REPLACE: What's being discussed?
# Example: "Whether to build vs buy our analytics platform"

Meeting purpose: 
# REPLACE: What's the goal?
# Example: "Make a recommendation to leadership by end of meeting"

=== ATTENDEES ===
# REPLACE: Who's participating?
# - Engineering leadership (concerns: timeline, maintenance)
# - Finance (concerns: cost, TCO)
# - Product (concerns: flexibility, time-to-market)
# - Operations (concerns: reliability, support)

=== BACKGROUND ===
# REPLACE: What's the situation?
# Current state: Using a patchwork of tools, inefficient
# Options being considered: 
# - Build custom (6 months, $500K)
# - Buy Vendor A (3 months, $200K/year)
# - Buy Vendor B (2 months, $350K/year)

=== POTENTIAL CONCERNS ===
# REPLACE: What tensions or disagreements might exist?
# Engineering prefers build (more control)
# Finance prefers buy (lower upfront cost)
# Past experience: Previous build project went over budget

=== INSTRUCTIONS ===
Create discussion questions to drive productive dialogue. Provide:

1. OPENING QUESTIONS
   Set the stage and align on the problem:
   - [Question that confirms shared understanding]
   - [Question that surfaces assumptions]

2. EXPLORATION QUESTIONS
   Gather perspectives and information:
   
   For each stakeholder group:
   
   **[Group 1 - Engineering]**
   - [Question addressing their perspective]
   - [Question probing their concerns]
   
   **[Group 2 - Finance]**
   - [Question about their perspective]
   
   (Continue for each group)

3. COMPARISON QUESTIONS
   Direct comparison of options:
   - [Question comparing Option A vs B on key dimension]
   - [Question about trade-offs]
   - [Question about non-obvious considerations]

4. CHALLENGE QUESTIONS
   Push thinking and test assumptions:
   - "What would have to be true for [option] to succeed?"
   - "What's the biggest risk with [approach]?"
   - [Question that challenges the strongest option]

5. CRITERIA QUESTIONS
   Establish decision framework:
   - "What criteria matter most for this decision?"
   - "How should we weight [factor A] vs [factor B]?"
   - "What's the minimum acceptable [key requirement]?"

6. SCENARIO QUESTIONS
   Explore implications:
   - "If we choose [option], what happens in 6 months?"
   - "What's our fallback if [option] doesn't work?"
   - "How does this decision affect [related initiative]?"

7. ALIGNMENT QUESTIONS
   Check for consensus:
   - "Where do we all agree?"
   - "What's still unresolved?"
   - "Can everyone commit to [direction]?"

8. CLOSING QUESTIONS
   Drive to decision:
   - "Do we have enough information to decide?"
   - "What would we need to feel confident deciding today?"
   - "Who needs to be involved before we finalize?"

9. PARKING LOT QUESTIONS
   Questions that may arise but should be deferred:
   - [Question that's important but off-topic for this meeting]

10. QUESTION SEQUENCE
    Recommended order to ask:
    | Order | Question | Purpose | Expected Time |

Create Pre-Read Document

You are a communication specialist creating a pre-read briefing document.

=== MEETING CONTEXT ===
Meeting: 
# REPLACE: What meeting is this for?
# Example: "Board meeting - quarterly business review"

Date: 
# REPLACE: When is the meeting?

=== AUDIENCE ===
# REPLACE: Who will read this?
# - Board members (limited time, need executive summary)
# - Mix of technical and business backgrounds
# - Most haven't seen day-to-day operations

=== CONTENT TO INCLUDE ===
# REPLACE: What information needs to be shared?
# - Q3 financial performance vs targets
# - Product launch update
# - Key customer wins/losses
# - Team changes
# - Q4 outlook and risks
# - Decisions needed: Budget approval for new initiative

=== SUPPORTING DATA ===
# REPLACE: Key data points to include
# - Revenue: $2.4M (105% of target)
# - New customers: 45 (target: 40)
# - Churn: 3.2% (target: <4%)
# - Product launch delayed 3 weeks
# - 2 senior departures, 5 new hires

=== INSTRUCTIONS ===
Create a comprehensive pre-read document. Provide:

1. DOCUMENT STRUCTURE
   
   **Pre-Read: [Meeting Name]**
   Date: [Meeting Date]
   Prepared by: [Name]
   Reading time: [X minutes]
   
   ---
   
   **Purpose of This Document**
   [What this pre-read covers and how to use it]

2. EXECUTIVE SUMMARY
   TL;DR in 5 bullets or less:
   - [Key point 1]
   - [Key point 2]
   - [Key point 3]
   
   **Bottom line:** [One sentence summary]

3. CONTEXT SETTING
   **Background**
   [2-3 paragraphs providing necessary context]
   
   **Since Last Meeting**
   Key developments:
   - [Development 1]
   - [Development 2]

4. DETAILED SECTIONS
   
   **Section 1: [Topic]**
   
   Key metrics:
   | Metric | Actual | Target | Status |
   | | | | 🟢/🟡/🔴 |
   
   Summary: [What happened and why]
   
   Highlights:
   - [Positive development]
   
   Concerns:
   - [Issue to be aware of]
   
   (Repeat for each major topic)

5. DECISIONS NEEDED
   
   **Decision 1: [What needs to be decided]**
   
   Background: [Context]
   
   Options:
   | Option | Pros | Cons | Cost | Recommendation |
   
   Recommendation: [What you recommend and why]
   
   What we need from you: [Specific ask]

6. DISCUSSION TOPICS
   We'd like your input on:
   - [Topic 1]: [What input is needed]
   - [Topic 2]: [What input is needed]

7. RISKS AND ISSUES
   | Risk/Issue | Impact | Mitigation | Status |
   | | High/Med/Low | | |

8. APPENDIX
   Additional detail for those who want to go deeper:
   - [Detailed data]
   - [Supporting analysis]

9. GLOSSARY (if needed)
   | Term | Definition |
   For any jargon that may not be familiar to all readers.

10. QUESTIONS TO CONSIDER
    Come prepared to discuss:
    - [Question 1]
    - [Question 2]

Meeting Notes Prompts

Summarize Meeting Notes

You are an expert note-taker creating a clear meeting summary.

=== MEETING DETAILS ===
Meeting: 
# REPLACE: What was the meeting?
# Example: "Weekly product sync - Feb 15, 2024"

Attendees: 
# REPLACE: Who attended?
# Example: "Sarah (PM), Mike (Eng Lead), Lisa (Design), James (QA)"

=== RAW NOTES ===
# REPLACE: Paste your messy meeting notes here
# Example:
# sarah started w/ update on customer feedback - lots of requests for dark mode
# mike said they could do it in 2 weeks but worried about regression
# lisa has mockups ready - shared figma link
# decision: will do dark mode in march sprint
# james raised concern about testing coverage - needs more time
# ACTION: mike to review testing timeline with james by friday
# discussed q2 roadmap briefly - need to finalize next week
# sarah mentioned exec meeting on monday - might affect priorities
# parking lot: API versioning discussion - table for now

=== WHAT TO CAPTURE ===
# REPLACE: What's important to document?
# - Key decisions
# - Action items with owners
# - Blockers raised
# - Topics deferred

=== INSTRUCTIONS ===
Transform these notes into a structured summary. Provide:

1. MEETING HEADER
   
   **Meeting Summary: [Title]**
   
   Date: [Date]
   Attendees: [Names]
   Duration: [if known]
   Note-taker: [Name]

2. TL;DR
   In 2-3 sentences, the most important takeaways:
   [Summary that anyone could read in 30 seconds]

3. KEY DECISIONS
   
   | # | Decision | Context | Owner |
   | 1 | | | |
   
   For each decision:
   - What was decided
   - Why (brief context)
   - Who's accountable

4. ACTION ITEMS
   
   | # | Action | Owner | Due Date | Status |
   | 1 | | | | ⬜ Not started |
   
   Each action should be:
   - Specific and actionable
   - Have clear owner
   - Have deadline (or mark TBD)

5. DISCUSSION SUMMARY
   
   **Topic 1: [Topic Name]**
   - What was discussed: [Summary]
   - Key points raised: [Bullets]
   - Outcome: [What was concluded]
   
   (Repeat for each major topic)

6. BLOCKERS & CONCERNS
   | Issue | Raised by | Impact | Next Step |
   
   Items that could impede progress.

7. PARKING LOT
   Topics raised but deferred:
   - [Topic] - Will discuss in [when/what forum]

8. NEXT MEETING / FOLLOW-UP
   - Next meeting: [Date/time if scheduled]
   - Topics for next time: [Any carryover items]

9. REFERENCE LINKS
   Documents/resources mentioned:
   - [Link 1]: [Description]
   - [Link 2]: [Description]

10. DISTRIBUTION
    Summary sent to: [Who should receive this]
    Additional notifications: [Anyone who needs to know specific items]

Extract Action Items

You are an action-oriented analyst extracting clear action items from meeting notes.

=== MEETING NOTES ===
# REPLACE: Paste meeting notes, transcript, or discussion summary
# Example:
# The team discussed the upcoming product launch. Marketing mentioned they need 
# final screenshots from design by next Wednesday. Engineering confirmed the 
# release candidate will be ready by Feb 20th but Sarah needs to do a security 
# review first. We agreed that Mike will coordinate with the support team about 
# documentation - they said they need at least a week to prepare FAQs. Customer 
# success wants to be looped in on the beta customer list, and James said he'd 
# share that by end of week. There was some discussion about pricing but we 
# punted that to the exec meeting.

=== KNOWN PARTICIPANTS ===
# REPLACE: List people mentioned (for proper attribution)
# - Sarah (Security Lead)
# - Mike (Product Manager)
# - James (Customer Success)
# - Design team (no specific name mentioned)
# - Support team (no specific name mentioned)

=== CONTEXT ===
# REPLACE: Any helpful context
# Project: Product launch scheduled for March 1
# Standing priority: Security reviews are blocking for release

=== INSTRUCTIONS ===
Extract and organize all action items. Provide:

1. ACTION ITEMS TABLE
   
   | # | Action Item | Owner | Due Date | Priority | Depends On |
   | 1 | | | | High/Med/Low | |
   
   Extract EVERY commitment made, even implicit ones.

2. BY OWNER
   Group actions by person:
   
   **Sarah**
   - [ ] [Action] - Due: [Date] - Priority: [H/M/L]
   - [ ] [Action] - Due: [Date]
   
   **Mike**
   - [ ] [Action]
   
   (Continue for each owner)

3. BY PRIORITY
   
   **Critical Path (Must do first):**
   - [ ] [Action] - [Owner] - [Date]
   
   **High Priority:**
   - [ ] [Action]
   
   **Medium Priority:**
   - [ ] [Action]

4. BY DUE DATE
   
   **This Week:**
   - [ ] [Action] - [Owner]
   
   **Next Week:**
   - [ ] [Action]
   
   **TBD (need dates assigned):**
   - [ ] [Action]

5. DEPENDENCIES
   Actions that block other actions:
   
   [Action A] → blocks → [Action B]
   [Action C] → blocks → [Action D]

6. UNCLEAR ITEMS
   Actions that need clarification:
   | Item | What's Unclear | Who to Ask |
   
   "Documentation needs to be prepared" - Who exactly on support team owns this?

7. POSSIBLY MISSED
   Implied actions that weren't explicitly assigned:
   | Implied Action | Suggested Owner | Why I Think This |
   
   "Marketing needs screenshots" - Who is getting them the screenshots?

8. FOLLOW-UP TEMPLATE
   Ready-to-send message to confirm action items:
   
   "Hi all, here are the action items from today's meeting:
   
   [Formatted list]
   
   Please reply to confirm your items or let me know if anything needs adjustment."

9. TRACKING SETUP
   Suggested tracking approach:
   - Platform: [Jira/Asana/Notion/etc.]
   - Labels/tags: [Suggested organization]
   - Review cadence: [When to check progress]

10. NEXT SYNC
    When to check on these items:
    Suggested: [Date/meeting] to review progress on high-priority items.

Create Meeting Recap Email

You are a professional communicator drafting a meeting recap email.

=== MEETING DETAILS ===
Meeting: 
# REPLACE: What meeting was this?
# Example: "Client kickoff call - ABC Corp implementation"

Date/Time: 
# REPLACE: When did it occur?

Attendees: 
# REPLACE: Who was there?
# Our side: Sarah (PM), Mike (Tech Lead), James (Account Exec)
# Client: Tom (IT Director), Lisa (Project Sponsor), 3 developers

=== MEETING SUMMARY ===
# REPLACE: What happened in the meeting?
# - Reviewed project scope and timeline
# - Client confirmed April 15 go-live date
# - Discussed data migration approach - they prefer phased migration
# - Identified need for SSO integration (new requirement)
# - Agreed on weekly sync schedule: Tuesdays 2pm
# - Client requested access to sandbox environment
# - Next steps: we send SOW revision by Friday

=== KEY DECISIONS ===
# REPLACE: What was decided?
# - Go-live date: April 15
# - Migration approach: Phased (not big bang)
# - Weekly syncs on Tuesdays

=== ACTION ITEMS ===
# REPLACE: What are the follow-ups?
# - [Sarah] Send revised SOW by Friday
# - [Mike] Provision sandbox access by Monday
# - [Tom] Provide data samples by end of week
# - [Tom] Schedule internal stakeholder meeting

=== TONE ===
# REPLACE: What tone is appropriate?
# Example: "Professional but warm - this is a new client relationship"

=== INSTRUCTIONS ===
Draft a meeting recap email. Provide:

1. EMAIL SUBJECT LINE
   Clear, searchable subject line:
   [Subject]

2. EMAIL BODY
   
   Hi [Names/Team],
   
   [Opening line thanking them for their time / referencing the meeting]
   
   **Quick Summary**
   [2-3 sentence overview of what was covered and main outcomes]
   
   **Key Decisions**
   - [Decision 1]
   - [Decision 2]
   
   **Action Items**
   
   | Action | Owner | Due Date |
   | | | |
   
   **Next Steps**
   - [What happens next]
   - [Next meeting: Date/time]
   
   **Attachments/Links** (if applicable)
   - [Relevant documents]
   
   [Closing line - looking forward to working together / next touch point]
   
   Best,
   [Name]

3. VERSION FOR INTERNAL TEAM
   A version for internal team only (can include sensitive notes):
   
   [Internal-only summary with candid observations]

4. VERSION FOR EXECUTIVES
   Shorter version for leadership who need to stay informed:
   
   [Brief executive summary]

5. SUBJECT LINE OPTIONS
   Alternative subject lines:
   - Option A: [Subject]
   - Option B: [Subject]

6. KEY QUOTES (if any)
   Important statements to document:
   - "[Quote]" - [Who said it]

7. FOLLOW-UP REMINDERS
   Set these reminders:
   | Date | Reminder | Action |
   | [Date] | Check on [item] | |

8. RISKS/FLAGS FOR INTERNAL
   Things to watch (internal only):
   - [Concern 1]
   - [Concern 2]

9. RELATIONSHIP NOTES (internal)
   Notes for account management:
   - [Stakeholder observations]
   - [Dynamics noticed]

10. CALENDAR INVITES TO SEND
    Following up, send these invites:
    - [Meeting 1]: [Purpose, Attendees, Time]

One-on-One Prompts

Prepare One-on-One Agenda

You are a management coach helping prepare for effective one-on-ones.

=== TEAM MEMBER ===
Name: 
# REPLACE: Who is this one-on-one with?
# Example: "Alex Chen - Senior Software Engineer"

Role: 
# REPLACE: Their current position

Tenure: 
# REPLACE: How long have they been in role/at company?
# Example: "2 years at company, 8 months in current role"

=== CONTEXT ===
Reporting relationship: 
# REPLACE: Your relationship to them
# Example: "Direct report - I'm their manager"

Frequency: 
# REPLACE: How often do you meet?
# Example: "Weekly, 30 minutes"

=== RECENT CONTEXT ===
# REPLACE: What's been happening?
# - Just completed a major project (launched new API)
# - Had some friction with design team last week
# - Mentioned interest in tech lead role a few months ago
# - Performance has been strong - consistently exceeds expectations
# - Seemed stressed in last team meeting

=== TOPICS TO COVER ===
# REPLACE: What do you need to discuss?
# - Project debrief from API launch
# - Check in on workload / stress levels
# - Career conversation - tech lead path
# - Need to discuss upcoming Q2 assignments

=== ANY CONCERNS ===
# REPLACE: Anything sensitive to address?
# - Want to understand the friction with design
# - Worried they might be burning out

=== INSTRUCTIONS ===
Create a one-on-one agenda and talking points. Provide:

1. AGENDA STRUCTURE
   
   **1:1 with [Name]**
   Date: [Date]
   Duration: [X] minutes
   
   | Time | Topic | Time |
   | 0:00 | Their items (always first) | 10 min |
   | 0:10 | [Topic 1] | 5 min |
   | 0:15 | [Topic 2] | 10 min |
   | 0:25 | Wrap-up / action items | 5 min |

2. OPENING QUESTIONS
   Start with checking in:
   - [Genuine check-in question]
   - [Open question about their priorities/concerns]
   
   Remember: Ask, then listen. Don't start with your agenda.

3. TOPIC DISCUSSION GUIDES
   
   **Topic: [Topic 1]**
   
   What to understand:
   - [What you want to learn]
   
   Questions to ask:
   - [Question 1]
   - [Question 2]
   
   What to share:
   - [Information to provide]
   
   Desired outcome:
   - [What you hope to accomplish]
   
   (Repeat for each topic)

4. CAREER CONVERSATION GUIDE
   Questions for career development:
   - "How are you feeling about your growth lately?"
   - "What skills do you want to develop?"
   - [Specific question about their stated interests]
   
   Follow-up for their interest in [tech lead]:
   - [Tailored question]
   - [Development opportunity to suggest]

5. FEEDBACK TO GIVE
   
   **Positive recognition:**
   - What they did: [Specific behavior/result]
   - Impact: [Why it mattered]
   - Say it like: "[Specific, genuine praise]"
   
   **Constructive feedback (if any):**
   - Behavior observed: [Specific, factual]
   - Impact: [How it affected others/outcomes]
   - Ask: [Question to understand their perspective]
   - Suggestion: [What you'd recommend]

6. QUESTIONS TO SURFACE HIDDEN ISSUES
   - "What's the most frustrating part of your work right now?"
   - "Is there anything I'm not aware of that I should be?"
   - "Do you have what you need to do your best work?"

7. SENSITIVE TOPIC HANDLING
   
   For the [design friction] topic:
   - Lead with curiosity: "I noticed [observation]. Can you help me understand what happened?"
   - Listen fully before responding
   - Focus on understanding, not judging
   - If needed, transition to action: "How can I help?"

8. ACTION ITEMS TO ASSIGN
   Potential follow-ups:
   - [Action you might commit to]
   - [Action to suggest for them]

9. CLOSING QUESTIONS
   - "Anything else on your mind we didn't cover?"
   - "Is there anything you need from me?"
   - "What's your main focus for the next [period]?"

10. NOTES TEMPLATE
    Prepare to capture:
    - Key updates from them:
    - What they're struggling with:
    - What's going well:
    - Career aspirations mentioned:
    - Action items:
    - Follow-up for next 1:1:

Give Constructive Feedback

You are a communication coach helping deliver constructive feedback effectively.

=== SITUATION ===
Who: 
# REPLACE: Who are you giving feedback to?
# Example: "Alex - senior engineer on my team"

Relationship: 
# REPLACE: Your relationship to them
# Example: "I'm their direct manager, we have good rapport"

=== THE FEEDBACK ===
Behavior/Issue: 
# REPLACE: What specifically happened?
# Example: "In the last two project reviews, Alex interrupted other team members 
# repeatedly and dismissed their concerns without fully hearing them out. This 
# happened with both Sarah and Mike."

Impact: 
# REPLACE: What was the effect?
# Example: "Sarah mentioned she's hesitant to share ideas now. Mike seemed 
# frustrated. The team dynamic has been tense."

=== YOUR GOAL ===
# REPLACE: What outcome do you want?
# Example: "Want Alex to be aware of the behavior, understand the impact, and 
# commit to improving. Don't want to damage our relationship or their confidence."

=== CONTEXT ===
# REPLACE: Any relevant background
# - Alex is high performer, this is unusual behavior
# - They've been stressed with a deadline
# - They may not realize they're doing this
# - No previous feedback on this issue

=== INSTRUCTIONS ===
Help me deliver this feedback constructively. Provide:

1. FEEDBACK FRAMEWORK
   Use SBI-I (Situation-Behavior-Impact-Intent):
   
   **Situation:** [When/where specific incident occurred]
   **Behavior:** [What you observed - factual, observable]
   **Impact:** [Effect on others/team/work]
   **Intent:** [Ask about their intent/perspective]

2. OPENING THE CONVERSATION
   How to start (warm but direct):
   
   "[Lead-in that feels natural]"
   
   Don't say:
   - [What to avoid]
   
   Do say:
   - [Recommended phrasing]

3. DELIVERING THE FEEDBACK
   Script for the core message:
   
   "[Exact words to use that are direct but kind]"
   
   Key principles:
   - Be specific about the behavior
   - Focus on impact, not intent
   - Avoid "always" and "never"
   - Use "I observed" not "You did"

4. ASKING FOR THEIR PERSPECTIVE
   Questions to understand their side:
   - "[Question]"
   - "[Question]"
   
   Genuinely listen for:
   - [What they might explain]
   - [Context you might learn]

5. HANDLING POTENTIAL RESPONSES
   
   If defensive:
   - "[What to say to de-escalate]"
   
   If they disagree with the facts:
   - "[How to handle]"
   
   If they get upset:
   - "[How to respond with empathy]"
   
   If they immediately agree:
   - "[How to ensure genuine understanding]"

6. MOVING TO ACTION
   Transition to improvement:
   
   "[How to phrase the ask for change]"
   
   Specific requests:
   - [What you're asking them to do differently]

7. OFFERING SUPPORT
   How you can help:
   - "[Offer of support]"
   - "[Resources/coaching available]"

8. CLOSING THE CONVERSATION
   End positively but clearly:
   
   - Summarize what you discussed
   - Confirm their understanding
   - Express confidence in them
   - Set follow-up expectations
   
   "[Closing statement]"

9. FOLLOW-UP PLAN
   After the conversation:
   - [When to check in]
   - [What to look for]
   - [How to reinforce progress]

10. DOCUMENTATION (for your records)
    What to note:
    - Date and time
    - Key points discussed
    - Their response
    - Agreed actions
    - Follow-up date

Team Collaboration Prompts

Run a Retrospective

You are an agile coach planning an effective retrospective.

=== CONTEXT ===
Team: 
# REPLACE: What team is this for?
# Example: "Product engineering team (8 people)"

Sprint/Period: 
# REPLACE: What time period are you reflecting on?
# Example: "Sprint 24 - built user authentication feature"

Duration: 
# REPLACE: How long for the retro?
# Example: "60 minutes"

=== WHAT HAPPENED ===
# REPLACE: Key events from the period
# - Delivered main feature on time
# - Had some integration issues with the payments team
# - One team member was out sick for a week
# - Stakeholder changed requirements mid-sprint
# - Team morale seems lower than usual

=== RETRO FORMAT PREFERENCE ===
# REPLACE: Any preferred format?
# Example: "Team is tired of standard format - want something fresh"

=== INSTRUCTIONS ===
Plan a comprehensive retrospective. Provide:

1. RETRO OVERVIEW
   
   **Retrospective: [Sprint/Period]**
   
   Date: [Date]
   Duration: [X minutes]
   Facilitator: [Name]
   
   **Objective:** [What you want to achieve]

2. FORMAT/THEME
   Recommended format for this team:
   
   **[Format Name]** - [Why this format fits]
   
   Alternative formats to consider:
   - [Alternative 1]: Best if [condition]
   - [Alternative 2]: Best if [condition]

3. TIMED AGENDA
   
   | Time | Activity | Duration | Purpose |
   | 0:00 | Opening / Set stage | 5 min | |
   | 0:05 | [Activity 1] | X min | |
   | ... | | | |
   | [End] | Close / Commit | 5 min | |

4. OPENING ACTIVITY
   Set the stage:
   
   **[Activity Name]**
   
   Instructions:
   [Detailed instructions]
   
   Purpose: Prime the team for open reflection

5. DATA GATHERING ACTIVITY
   Collect perspectives:
   
   **[Activity Name]**
   
   Questions/Prompts:
   - [Prompt 1]
   - [Prompt 2]
   - [Prompt 3]
   
   Format: [How to collect - sticky notes, whiteboard, etc.]
   
   Time: [X minutes silent, X minutes sharing]

6. DISCUSSION GUIDE
   For each theme that emerges:
   
   Probing questions:
   - "Can you give a specific example?"
   - "How did that impact the team?"
   - "What contributed to this?"
   - "What would have helped?"

7. PRIORITIZATION
   How to focus on what matters:
   
   **[Voting/Prioritization Method]**
   
   Instructions: [How to vote/prioritize]
   
   Criteria for prioritization:
   - Impact if addressed
   - Within team's control
   - Effort to address

8. ACTION PLANNING
   For top priorities:
   
   Template:
   - What: [Specific action]
   - Who: [Owner]
   - When: [Timeline]
   - How we'll know it worked: [Success metric]

9. CLOSING ACTIVITY
   End on a positive/forward-looking note:
   
   **[Activity Name]**
   
   [Instructions]

10. FOLLOW-UP
    After the retro:
    - Send retro summary within [X hours]
    - Add action items to [tracking system]
    - Review progress in [next meeting]
    - Check in on actions in [timeframe]

11. FACILITATION TIPS
    - [Tip for this specific team/situation]
    - [How to handle if X happens]
    - [Ensure everyone participates by...]

Facilitate Brainstorming Session

You are a creative facilitator running a brainstorming session.

=== SESSION GOAL ===
What we're brainstorming: 
# REPLACE: The challenge or opportunity
# Example: "New features to improve user retention"

Success looks like: 
# REPLACE: What outcome do you want?
# Example: "50+ ideas generated, 5-10 worth investigating further"

=== PARTICIPANTS ===
# REPLACE: Who's participating?
# - Product team (3)
# - Engineering (2)
# - Customer Success (2)
# - Design (2)
# Total: 9 people

=== CONTEXT ===
# REPLACE: Background information
# - Retention has dropped 5% over last quarter
# - Competitor just launched a loyalty program
# - Customer feedback mentions "not enough value for price"
# - Engineering capacity is limited for big features

=== TIME AVAILABLE ===
# REPLACE: How long is the session?
# Example: "90 minutes"

=== INSTRUCTIONS ===
Design an effective brainstorming session. Provide:

1. SESSION STRUCTURE
   
   **Brainstorm: [Topic]**
   
   Date: [Date]
   Duration: [X min]
   Participants: [Names]
   Facilitator: [Name]

2. TIMED AGENDA
   
   | Time | Phase | Activity | Duration |
   | 0:00 | Setup | Welcome, rules, context | 10 min |
   | 0:10 | Diverge | Idea generation | 30 min |
   | 0:40 | Converge | Clustering & voting | 20 min |
   | 1:00 | Develop | Deep dive top ideas | 20 min |
   | 1:20 | Close | Next steps | 10 min |

3. GROUND RULES
   Rules to share at the start:
   - [Rule 1: e.g., "No criticism during idea generation"]
   - [Rule 2: e.g., "Build on others' ideas"]
   - [Rule 3: e.g., "Quantity over quality initially"]
   - [Rule 4]

4. WARM-UP ACTIVITY
   Get creative juices flowing:
   
   **[Warm-up Name]** (5 min)
   
   [Instructions]
   
   Purpose: Get everyone in creative mode before main topic

5. IDEA GENERATION TECHNIQUES
   Multiple rounds with different approaches:
   
   **Round 1: Solo Brainstorm** (X min)
   - [Instructions for silent individual ideation]
   
   **Round 2: [Technique Name]** (X min)
   - [Instructions]
   
   **Round 3: [Technique Name]** (X min)
   - [Instructions]

6. BRAINSTORM PROMPTS
   Questions to spark ideas:
   - "What if we could [constraint removed]?"
   - "How would [company/person] solve this?"
   - "What's the opposite of what we'd normally do?"
   - "[Specific prompt for this topic]"
   - "[Specific prompt for this topic]"

7. CLUSTERING APPROACH
   How to organize ideas:
   
   [Method for grouping similar ideas]
   
   Potential categories:
   - [Category 1]
   - [Category 2]
   - [Other/Wildcard]

8. PRIORITIZATION METHOD
   
   **[Voting Method]**
   
   Each person gets: [X dots/votes]
   
   Vote based on:
   - [Criterion 1: e.g., "Would have big impact"]
   - [Criterion 2: e.g., "Excites you"]

9. DEEP DIVE TEMPLATE
   For top 3-5 ideas:
   
   **Idea: [Name]**
   
   - What: [Detailed description]
   - Why it could work: [Benefits]
   - Risks/challenges: [Obstacles]
   - First step to explore: [Action]
   - Owner: [Name to investigate]

10. SESSION OUTPUT
    Document to create:
    - All ideas generated (categorized)
    - Top ideas with initial thinking
    - Action items for follow-up
    - Who's responsible for what

11. FACILITATION NOTES
    Tips for this session:
    - If energy is low: [Energizer activity]
    - If one person dominates: [Intervention]
    - If ideas are too safe: [How to push thinking]

Navigate Difficult Conversation

You are a communication advisor helping navigate a challenging conversation.

=== THE SITUATION ===
What's the difficult conversation: 
# REPLACE: What needs to be discussed?
# Example: "Team member's performance has declined and we need to discuss 
# a performance improvement plan"

With whom: 
# REPLACE: Who is the conversation with?
# Example: "Jordan - been on team 3 years, previously top performer"

Relationship: 
# REPLACE: Your relationship with them
# Example: "Direct report - historically good relationship"

=== BACKGROUND ===
# REPLACE: Context for the situation
# - Performance declined over 3 months
# - Missed 2 major deadlines, quality has slipped
# - They were going through personal issues (divorce) 6 months ago
# - They may not realize how serious this is
# - They could get defensive - have in past

=== YOUR GOALS ===
# REPLACE: What are you trying to achieve?
# - Jordan understands the seriousness of the situation
# - We agree on a clear improvement plan
# - They feel supported, not attacked
# - Relationship stays intact
# - Clear on consequences if things don't improve

=== CONSTRAINTS ===
# REPLACE: Any limitations or requirements?
# - HR says we need documentation
# - Must mention PIP possibility if things don't improve
# - Can't promise anything about timeline

=== INSTRUCTIONS ===
Help me prepare for this conversation. Provide:

1. MINDSET CHECK
   Before the conversation:
   - Move from [mindset to avoid] to [mindset to embrace]
   - Remember: [Perspective-setting reminder]
   - Your goal is: [Reframe goal constructively]

2. OPENING THE CONVERSATION
   Start well:
   
   "[Opening statement that sets a supportive tone but signals importance]"
   
   Don't start with:
   - [What to avoid]
   
   Do start with:
   - [Recommended approach]

3. DELIVERING THE MESSAGE
   The core message:
   
   Step 1: State observations (factual, specific)
   "[Example phrasing]"
   
   Step 2: Share impact
   "[Example phrasing]"
   
   Step 3: Acknowledge difficulty
   "[Example phrasing]"
   
   Step 4: State purpose of conversation
   "[Example phrasing]"

4. PHRASES TO USE
   
   For expressing concern:
   - "[Phrase]"
   
   For staying factual:
   - "[Phrase]"
   
   For showing support:
   - "[Phrase]"
   
   For stating expectations:
   - "[Phrase]"

5. PHRASES TO AVOID
   
   - "[Phrase to avoid]" → Instead say "[Alternative]"
   - "[Phrase to avoid]" → Instead say "[Alternative]"

6. HANDLING RESISTANCE
   
   If they get defensive:
   - "[Response]"
   
   If they deny the problem:
   - "[Response with specific examples]"
   
   If they get emotional:
   - "[Response with empathy]"
   
   If they blame others:
   - "[Response to refocus]"

7. BUILDING AGREEMENT
   Moving toward action:
   
   "[Transition statement]"
   
   Questions to ask:
   - "What do you think is contributing to this?"
   - "What would help you get back on track?"
   - "What support do you need from me?"

8. BEING CLEAR ON CONSEQUENCES
   How to address this sensitively but clearly:
   
   "[Phrasing that's direct but not threatening]"

9. CLOSING THE CONVERSATION
   End constructively:
   
   - Summarize agreements
   - Confirm understanding
   - Express confidence
   - Set follow-up
   
   "[Closing statement]"

10. FOLLOW-UP PLAN
    After the conversation:
    - Document: [What to record]
    - Send: [Written summary]
    - Schedule: [Follow-up meeting]
    - Monitor: [What to watch for]
    - Support: [How to continue supporting]

Quick Reference

Tips for Better Meeting Prompts

1. Provide Context About Attendees

❌ "Create an agenda for a team meeting"
✅ "Create an agenda for a team meeting with 8 engineers. Half are remote 
    (different time zones). The team lead tends to dominate, so need ways
    to get quieter members involved."

2. Be Specific About Outcomes

"By the end of this meeting, we need to:
 - Decide on the launch date (firm decision needed)
 - Identify who owns each workstream
 - Flag any blockers for leadership"

3. Include Relationship Context

"This is with a client we've worked with for 2 years. Good relationship,
 but they're frustrated with recent delays. Need to rebuild trust."

4. Note Sensitivities

"Be careful about: Budget discussions (company is cost-cutting right now),
 referencing the previous PM (left on bad terms)"

5. Specify Length Constraints

"Keep the recap email to under 200 words - execs won't read more."
"Agenda should fit in 30 minutes - we always run over."

6. Indicate Communication Style

"This team prefers direct communication. Skip the pleasantries."
"With this executive, always lead with the bottom line first."

7. Request Facilitation Tactics

"Include ways to keep the meeting on track if we go down tangents."
"How do I redirect if someone gets defensive?"

Workflow: Complete Meeting Lifecycle

Here’s how to combine prompts for end-to-end meeting management:

Before the Meeting: Use: Create Meeting Agenda → Prepare Discussion Questions → Create Pre-Read Document

During the Meeting: Use guidance from: Run a Retrospective (for retros) or Facilitate Brainstorming Session (for ideation)

After the Meeting: Use: Summarize Meeting Notes → Extract Action Items → Create Meeting Recap Email

Special Situations:

• One-on-ones: Prepare One-on-One Agenda → Give Constructive Feedback (if needed)
• Difficult topics: Navigate Difficult Conversation

What’s Next

• 📚 AI Prompts for Writing — Document meeting outcomes
• 📚 AI Prompts for Problem-Solving — Make better decisions
• 📚 AI Prompts for Product Managers — Product meeting templates
• 🛠️ PRD Generator — Create requirements from meeting discussions

Found these prompts helpful? Share them with your team!