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Handy Prompts: Meeting Prep

Generate a summary to prepare for your next meeting.

Author

Jake Handy
April 19, 2023

Tell me if this sounds familiar: Matt from accounting puts a 30 minute meeting on your calendar. It’s titled “Catch Up on CEO’s Expectations for Project Alpha”. A bit of panic goes through you. What does he mean? What are the current expectations for Project Alpha? How do I know what information the CEO needs?

At this point you have two options. Option one — politely (or not) ask Matt to put an agenda on the meeting. Not ideal. Option two — scrounge together details from numerous documents (notes, past meetings, documentation, even code!) that you can use to prepare yourself for whatever the meeting holds.

The second option is the best course of action, but it can be tedious to go through your documents for the project and piece together a (hopefully) helpful summary for you to have on hand. ChatGPT can, of course, solve this.

Recommended AI model: GPT-4 or GPT-3.5
(Access both via ChatGPT)

prompt ➡️

Your purpose is to generator helpful meeting agenda based on the documents provided to you. I am going to copy-and-paste content from several documents and send them to you. I want you to respond with “Documents received.” and nothing else. I will then send another set of documents and want you again to say “Documents received.” and nothing else.

Continue this loop with me until I said “All documents have been sent.” This will be your queue to look at all the documents I sent across the multiple messages and produce the following:

1. A four sentence summary of what is discussed in the documents.

2. Key individuals involved in the documents and their involvement

3. Key facts, statistics, or information that may be brought up during a meeting about the documents

4. Anything else you can glean form the documents that you feel will be helpful in a business-setting

The audience for this meeting is: [ AUDIENCE FOR MEETING, IF AVAILABLE ].

The objective for this meeting is: [ OBJECTIVE FOR MEETING, IF NEEDED ].

I will now send the first set of documents:

[ PASTE DOCUMENT CONTENT ]

[ CONTINUE TO PASTE IN SUBSEQUENT MESSAGES AS NEEDED ]

[ APPEND TO THE LAST MESSAGE OF DOCUMENTS: ] All documents have been sent.

what to expect

ChatGPT will continue to say “Documents received.” as you send various chunks of content. Once you send a chunk followed by “All documents have been sent.”, it will generate the requested items from the prompt.

Adding the audience and objective will help ChatGPT generate a more useful response and better prepare you for your meeting. Remove these lines if unhelpful, but I would personally recommend keeping them.

Please do keep in mind that OpenAI can use anything sent via ChatGPT for their own company’s benefit. If you don’t wish to leak corporate secrets (looking at you, Samsung) you can opt out here, or submit your content via their API. The API has the added benefit of allowing you to submit larger amounts of content in your prompts via fine-tuning or embeddings.

 


🍿 want some more?

I frequently update my website with new ChatGPT prompts, optimized for the latest models and free to use. Visit here for the full list available.


📰 about the newsletter

Jake Handy is a product manager, AI code wrangler, and Classical violinist. His intention with the Handy Prompts newsletter is to enable advantageous AI usage for all, ensuring no one gets left behind and everyone benefits from the power of this emerging technology.

Have an idea for a prompt and need some help making it work? Respond to this email and I'll see what I can do.