How Generative AI Can Help You Lead Meetings That Actually Work

Meetings often feel like an unnecessary evil that fails to accomplish their basic task. They’re often too long, off-track, and leave you with more questions than answers. But imagine a world where meetings are streamlined, productive, and, dare I say, occasionally enjoyable?

Generative AI tools like ChatGPT can help you every step of the way as you make this vision a reality. By using the AI tools that are simply waiting at your fingertips, the process of planning, conducting and following up on your meetings, is made smoother and more productive. Can I get a ‘Yes. please!!!’? Or maybe that’s just my fangirl energy showing again. But let’s walk together through how AI can transform your meetings from stressful to seamless, and see if, maybe by the end, you get some fangirl/boy vibes too.

Create a Clear Agenda

Without a well-structured agenda, discussions can easily go off track. AI tools like ChatGPT can help you create an agenda that’s clear, concise and aligned with your goals.

Example Prompt: “Create a structured agenda for a 30-minute marketing meeting focused on launching our new product.”

This ensures everyone knows the purpose of the meeting, keeps discussions focused, and helps attendees prepare in advance.

Additionally, agendas are more effective when you draft out specific details before asking AI to generate one. Remember, generative AI pulls data from across the internet, so to get the most relevant and useful agenda, “train” it first by feeding it key details.

For example, instead of simply asking for a marketing meeting agenda, include:

• The goal of the meeting (e.g., refining a product launch strategy).
• The key areas to cover (e.g., social media strategy, sales alignment, messaging).
• Any major decisions that need to be made (e.g., finalizing a budget).

If we provide that context along with our original prompt to ChatGPT, we’ll get a more targeted and useful agenda. If ChatGPT’s initial response isn’t exactly what I need, I refine it — much like collaborating with a colleague — by giving follow-up requests such as, “Add a bolded word at the front to make it more scannable” or “Assign team members to specific action items with deadlines, but make it more specific to post-meeting tasks.” I’ve found that by phrasing my request in a few different ways, I can typically get the results I need.

Send Invites That People Actually Read

After creating the agenda, it’s time to inform our team about the meeting, and hopefully, foster engagement too. ChatGPT can also be used to write an engaging invitation that sets the right tone.

Example Prompt: “Draft an invite for a 1 hr strategy meeting on Tuesday to discuss Q2 goals.”

This type of clear, concise communication makes it so no one wonders, “Why am I here?” and each person has the opportunity to prepare any relevant information or questions.

Guide the Meeting Like a Pro

The AI-generated agenda setups the meeting for success, but things can still go off track. Provide ChatGPT with the main topic and request prompts or talking points or to get the ball rolling.

And don’t forget time management! If a discussion runs long, set reminders to keep things moving.

Transcribe the Meeting (With Everyone’s Permission)

Instead of scrambling to take notes while running the meeting or trusting someone else’s note taking abilities, use an AI transcription tool like Otter.ai or Zoom’s AI Companion.

How It Helps:

• Accurate Transcripts: Everything is captured, so no ideas get lost.
• More Focus: You stay present in the meeting instead of trying to write everything down.
• Accountability: It minimizes the risk of miscommunication or faulty memories after the fact, by simply being able to refer back to the transcript.

Remember to let participants know you’re recording and get their consent — transparency builds trust.

Generate Notes and Follow-Up Actions Effortlessly

Now it’s time for the follow-up. Rather than sifting through pages of notes, we can paste the transcript into ChatGPT and ask for a summary.

Example Prompt: “Summarize this meeting in bullet points with action items, owner, and deadline.”

Then, let ChatGPT help you draft a follow-up email like this one:

You’ve closed the loop in minutes, not hours.

With AI as your meeting assistant, you’re not just surviving meetings — you’re mastering them. It’s about saving time, reducing stress and ensuring every meeting is productive and purposeful. Next time you see those calendar invites piling up, remember: AI has your back.