Lesson Objectives

By the end of this newsletter, you'll be able to:

• Prepare for any meeting in under 5 minutes using AI prompts

• Run focused, productive meetings that actually end on time

• Create actionable follow-up documentation without drowning in admin work

• Transform your most dreaded professional task into your most efficient 15 minutes

Do Now

Before we get started, take a moment to think about your last staff meeting, IEP meeting, or parent-teacher conference. How much time did you spend preparing? How much time was actually productive? And how long did it take you to follow up afterward?

If you're like most educators, you probably spent more time on meeting logistics than on the actual important work. Today, we're changing that.

What We’re Working with Today

Today we'll explore three game-changing AI prompts that will revolutionize your meeting workflow:

• The 5-Minute Prep Prompt: Turn scattered thoughts into focused agendas

• The Real-Time Meeting Assistant: Keep discussions on track and capture key decisions

• The Follow-Up Generator: Create actionable next steps without the post-meeting scramble

I Do, We Do, You Do

I Do: Here’s What I Created

This week, during my summer break, I started thinking about the team meetings I will be leading in the new school year and how I would like to use AI to optimize our time. I used AI to completely overhaul my approach to meetings. Instead of spending 20 minutes crafting an agenda and another 15 minutes post-meeting trying to remember what we discussed and decided, I streamlined the entire process.

The Challenge: Our weekly meetings were regularly running long with unclear outcomes and scattered follow-up.

The Solution: Three targeted AI prompts that will transform meeting efficiency.

The Results:

• Prep time: 20 minutes → 5 minutes

• Meeting length: 1 hour 30 minutes → 1 hour

• Follow-up time: 15 minutes → 3 minutes

• Projected action item completion rate: 60% → 85%

Tools I used: Claude (but these prompts work with ChatGPT or Gemini too)

We Do: Let’s Build This Together

Follow this step-by-step guide to transform your next meeting:

Step 1: The 5-Minute Prep Prompt

I'm preparing for a [type of meeting] with [participants]. The main topics I need to cover are: [list your scattered thoughts/topics].

Please help me create:
1. A focused agenda with time estimates
2. 3 specific outcomes we should achieve
3. One discussion question for each topic that will generate actionable responses
4. A realistic timeline that allows for actual discussion

Make this practical for busy educators who need to stay on schedule.

Step 2: The Real-Time Meeting Assistant

I'm currently in a meeting about [topic]. Help me:
1. Summarize the key points being discussed
2. Identify any decisions that need to be made
3. Flag items that are going off-topic (so I can redirect)
4. Track action items with specific owners and deadlines

Present this in a format I can quickly reference during the meeting.

Step 3: The Follow-Up Generator

Based on our meeting about [topic], create:
1. A 3-sentence summary of what was accomplished
2. Clear action items with owners and deadlines
3. A brief email I can send to participants within 2 hours
4. Calendar reminders for any follow-up meetings needed

Keep the tone professional but friendly, and make sure action items are specific enough that people know exactly what to do next.

Step 4: The Meeting Evaluation Prompt

Review our meeting process and help me improve:
- What worked well in today's meeting structure?
- What could we do differently next time to be more efficient?
- Are there any recurring issues I should address?
- Suggest one specific improvement for our next meeting

Base your suggestions on best practices for educational leadership and time management.

You Do: Your Mini Task for the Week

Now it's your turn! Choose your most challenging recurring meeting (staff meeting, IEP conference, parent communication, etc.) and use the 5-Minute Prep Prompt to prepare for it.

After the meeting, come back and use the Follow-Up Generator to create your action items and summary email.

Bonus challenge: Time yourself during each phase and compare it to your usual meeting preparation and follow-up time.

Think-Pair-Share

• Think of 3 meetings you regularly attend that could benefit from this AI-powered approach

• Pair up with a colleague to share your most frustrating meeting experiences and brainstorm how AI could help

• Share your time-saving results with our community of educators and connect with other Edumators who are transforming their classrooms with AI and automation.

Exit Ticket

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