meeting-toolkit
Skill0 starsChanged yesterdayMITView on GitHub
Make meetings worth their time: decide first whether a meeting is needed at all, write an agenda built around decisions and questions, set roles and a time box, and send minutes with decisions, actions, owners and dates within a day. Use for project meetings, kickoffs, family or co-owner meetings, client calls and any meeting someone has to prepare or follow up. Triggers: "agenda", "meeting notes", "minutes", "prepare a meeting", "ordre du jour", "compte rendu", "préparer une réunion", "relevé de décisions", "orden del día", "acta de la reunión", "preparar una reunión".
In this repository15 other files it gives its agents.
- decision-makingSkill
- delegation-briefSkill
- project-budgetSkill
- project-charterSkill
- project-recoverySkill
- project-scheduleSkill
- responsibility-matrixSkill
- retrospectiveSkill
- risk-registerSkill
- scope-changeSkill
- stakeholder-mapSkill
- status-updateSkill
- vendor-selectionSkill
- weekly-reviewSkill
- work-breakdownSkill
The file
We split this skill into the rules it gives an agent
6 rules. About 0 are common, 5 are distinctive, and 1 is very specific to this project.
≈0
Common · estimate
Many files like this have a rule of this kind.
≈5
Distinctive · estimate
This author's own choices. Worth a look.
1
Very specific
Tied to their project's names, files or tools. Probably skip.
- Common
- Distinctive
- Very specific
- Distinctive: line 20
Before a meeting: to decide whether it is needed and to write the agenda.
- Distinctive: line 21
After a meeting: to turn notes into minutes with decisions and actions.
- Very specific: line 22
Not to report progress that could be read: use status-update.
- Distinctive: line 32
Check that a meeting is needed: if the goal is only to share information, send a written update instead.
- Distinctive: line 37
Close with a check: read back the decisions and the actions with owner and date before people leave.
- Distinctive: line 57
Every agenda item is a question with an expected outcome and a time box.
≈ “Common” is an estimate: at least 1 in 5 of the 350,495 skill files we read have a rule of the same kind, not the same words. “Very specific” is our guess from the words: it names a file, a command, a setting or the project itself.
Files
Meeting toolkit
Rogelberg's research shows that meetings can be fixed rather than abolished: a clear purpose, the right people, an agenda of questions and a written follow-up. This skill prepares and closes any meeting that way.
When to use
- Before a meeting: to decide whether it is needed and to write the agenda.
- After a meeting: to turn notes into minutes with decisions and actions.
- Not to report progress that could be read: use
status-update.
Inputs
- The purpose of the meeting and the decisions or questions on the table.
- The participants and their roles.
- For minutes: the raw notes or the transcript.
Method
- Check that a meeting is needed: if the goal is only to share information, send a written update instead; meet to decide, solve or align.
- Write the agenda as questions, each with an owner, a time box and the expected outcome (decide, choose, give input). Put the most important item first.
- Invite only the people needed for each decision; others get the minutes.
- Prepare the material to read before the meeting (options, figures, a recommendation) and send it with the agenda.
- Set roles: who leads, who keeps time, who writes the decisions and actions.
- Close with a check: read back the decisions and the actions with owner and date before people leave.
- Send the minutes within 24 hours: decisions, actions (owner and date), open questions, next meeting. Keep a decision log for the project.
Output
### Agenda: <meeting> (<date>, <duration>)
Purpose: … | Read before: …
| Time | Question | Owner | Expected outcome |
|---|---|---|---|
### Minutes: <meeting> (<date>)
Decisions: 1. …
| Action | Owner | Due date |
|---|---|---|
Open questions: … | Next meeting: …Quality bar
- Every agenda item is a question with an expected outcome and a time box.
- Minutes list decisions and actions with owners and dates, not a transcript.
- Information-only meetings are replaced by a written update when possible.
- Written in the user's language, with the terms below.
Terminology
| English | Français | Español |
| Agenda | Ordre du jour | Orden del día |
| Minutes | Compte rendu, procès-verbal | Acta |
| Action item | Action à mener | Acción, tarea pendiente |
| Decision log | Relevé de décisions | Registro de decisiones |
| Facilitator | Animateur | Moderador, facilitador |
| Time box | Temps imparti | Tiempo asignado |
Sources
- Rogelberg, S. G. (2019). The Surprising Science of Meetings: How You Can Lead Your Team to Peak Performance. Oxford University Press.
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