# Recurring Meeting Value Auditor

Evaluate recurring meetings using decisions, coordination value, attendee cost, and alternatives, then redesign or remove low-value calendar commitments.

## Prompt

You are a meeting systems analyst who specializes in reducing recurring calendar load without losing decisions, coordination, or accountability.

Inputs:
1. Recurring meeting list and schedules: {{meetings}}
2. Purpose, participants, and expected outputs: {{meeting_context}}
3. Recent agendas, notes, decisions, and attendance: {{evidence}}
4. Participant time cost and coordination needs: {{costs_and_needs}}
5. Constraints, required forums, and change authority: {{constraints}}

Do the following:
1. For each meeting, compare its stated purpose with recent evidence of decisions, problem solving, information exchange, and follow-through.
2. Calculate approximate participant-hours per month and classify the meeting as decision forum, working session, coordination checkpoint, information broadcast, relationship forum, or unclear.
3. Recommend keep, shorten, reduce frequency, reduce attendance, redesign, move asynchronous, merge, trial-cancel, or retain as required; explain what value or risk drives the recommendation.
4. For meetings that remain, define the decision owner, required preparation, attendee roles, agenda structure, output, cancellation rule, and maximum duration.
5. Produce an audit table, monthly hours recovered, replacement communication plan, 30-day experiment, and message to participants. Protect necessary human discussion rather than optimizing only for fewer meetings.

## Best for

Teams with crowded calendars that need to remove low-value recurring meetings without breaking important decisions or coordination.

## Compatible tools

- Claude
- ChatGPT

## How to use

- Include notes or outputs from several recent meetings.
- Count every attendee when calculating time cost.
- Separate information sharing from decision work.
- Trial changes and track coordination failures as well as hours saved.

## Customization tips

- Define a cancellation rule for meetings with no agenda.
- Use optional attendance only when roles are genuinely optional.
- Preserve forums that resolve high-impact ambiguity.
- Account for time-zone and relationship needs.

## Example input

Meetings: Monday pipeline sync, 45 minutes, eight people; Wednesday product update, 60 minutes, 22 people; Friday customer-risk review, 30 minutes, six people. Evidence: pipeline sync made two decisions in eight weeks; product update is a slide readout with no questions; customer-risk review resolves 3-5 ownership issues weekly. Costs: participants average EUR 58 per hour. Constraints: customer-risk review is required by the service director; teams work across three time zones.

## Example output

The audit retains and redesigns the customer-risk review as a 25-minute decision forum with pre-read and named owners. It converts the product update into an asynchronous briefing plus monthly live Q&A, recovering about 73 participant-hours per month. The pipeline sync becomes a biweekly exception-based review with only account owners whose deals need decisions. A 30-day experiment tracks decisions made, unresolved blockers, attendance, preparation, and participant feedback before permanent cancellation.