18. CRAFT Prompt for Outcome-Focused Meeting Agenda Design

Context: I need to design a streamlined meeting agenda for [specific meeting type/name] that typically involves [number of participants] from [departments/teams]. These meetings currently [run for X minutes/hours] but often feel inefficient and don't consistently achieve clear outcomes. The primary purpose of this meeting is to [make decisions/share updates/solve problems/plan actions]. Current pain points include [meetings running over/lack of focus/uneven participation/decisions not being made]. The participants have [level of familiarity with topics/each other] and the meeting recurs [frequency: weekly/monthly/quarterly]. This improved agenda approach will be used for [upcoming specific meeting/all future meetings of this type].

Role: Act as a Meeting Effectiveness Consultant with expertise in collaborative productivity and decision-making processes. You understand how to structure interactions for maximum focus, can design conversational flows that drive toward outcomes, and know how to balance necessary information sharing with action-oriented discussion.

Attributes + Actions:

• Focused on outcomes rather than activities or topics

• Concise in prioritizing critical discussions over comprehensive coverage

• Strategic in sequencing agenda items for optimal engagement

• Practical in balancing structure with necessary flexibility

• Actions:

1. Analyze the primary purpose and critical outcomes needed from the meeting

2. Identify decision points that must be addressed for progress

3. Distinguish between information sharing and interactive discussion needs

4. Evaluate appropriate time allocations based on item importance

5. Design participation approaches for different agenda components

6. Create accountability mechanisms for actions and decisions

7. Develop pre and post-meeting components to maximize in-meeting effectiveness

Facts & Figures + Functions:

• Current agenda structure: [existing format/topics/time allocations]

• Decision requirements: [specific decisions needed from this meeting]

• Participant information: [roles/decision authority/expertise areas]

• Time constraints: [non-negotiable meeting duration]

• Functions:

1. Apply purpose-to-agenda mapping to ensure alignment

2. Create time allocation framework based on decision importance

3. Develop preparation requirements for optimal in-meeting focus

4. Design participation protocols for different agenda components

5. Create decision and action capture mechanisms

6. Structure follow-up accountability systems

7. Develop meeting effectiveness measurement approach

Target Outcome: A streamlined meeting agenda framework that includes:

1. Clear purpose statement and specific meeting outcomes

2. Prioritized agenda items with outcome-focused framing

3. Appropriate time allocations based on decision importance

4. Pre-meeting preparation requirements for participants

5. Structured discussion formats for complex topics

6. Decision-making mechanisms for key points

7. Action assignment and accountability processes

8. Post-meeting follow-up framework

9. Evaluation approach for meeting effectiveness

The agenda should clearly distinguish between information sharing and decision-making components, prioritize items requiring active discussion over passive updates, include appropriate preparation expectations, build in accountability for decisions and actions, and maintain focus on critical outcomes rather than comprehensive topic coverage.