Planning effective meetings using Gemini

Use AI to plan productive, efficient team meetings with clear outcomes.

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Have you ever walked out of a meeting feeling like more time was wasted than progress made? This frustrating experience can often be traced back to poor planning. A well-organized meeting with defined objectives sets the stage for success.

With a little bit of planning and AI assistance, you can avoid frustrating meetings and get the best of everyone’s time. In this tutorial, I’m going to show you how to use Gemini Advanced to streamline our meeting preparation process, ensuring we're all set for meaningful discussions.

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Here are the steps we'll follow:

  1. Define meeting objectives and desired outcome
  2. Compile relevant background materials
  3. Identify key participants and their roles
  4. Draft an agenda with AI's help
  5. Discover discussion points, questions and potential pitfalls
  6. Use AI to draft invitation emails and do a double check

First, let's use this prompt to define our meeting's goals and outcomes:

Can you help me develop potential objectives for a meeting focused on [main topic]? For each objective you suggest, also provide the desired outcomes.

What should be the criteria to select the most relevant objectives for [time]?

These are solid objectives to aim for in a launch-plan meeting. You can pick and choose based on what Gemini suggests. I’m going to ignore ‘Explore innovative marketing channels and tactics”, leaving me with 4 objectives to focus on.

Achieving multiple objectives in a quick meeting is possible, if everyone has relevant information and materials to hand. Let’s use Gemini to help us prep that.

Can you list the background materials I should compile for a meeting focused on the following objectives?

[your chosen list of objectives]

Please explain why each type of material is important for our discussion.
💡 Tip: Add clarifying questions to help you make decision from endless options given by Gemini.

One of the primary reasons to have meetings over async discussion is to get everyone involved together. Let’s make sure we've got the right mix of expertise in the room.

Could you list the potential roles and departments that should attend this meeting? Please include why each role or department should be included and what their contribution could be.

Now that we have a clear idea of the outcomes we need and the expertise required, let's shape the flow of our meeting. We want the meeting to follow a structure that’s driven by a time-blocked agenda.

Based on the above-discussed objective and desired outcomes, help me draft an agenda for a meeting to share with relevant attendees to ensure a structured and productive meeting. Include time allocations for each topic.

Agendas are maps, not territories. It’s easy to gloss over important topics and miss the objectives or get bogged down in irrelevant details and get derailed.

When you’re in charge of driving the flow of the meeting, it helps to understand potential areas where you need to dig deeper (and spend a few minutes more than the allocated time) as well as where to fast track the discussion.

Given our objectives and agenda, can you identify areas that may require deeper dives during our meeting? Additionally, suggest some insightful questions to further explore these topics, and highlight potential pitfalls that might stagnate our discussion.

Depending on the time you are willing to invest in meeting preparation, you can refine your agenda and micro-topics.

Once you have decided on the objectives, an agenda, and potential attendees, it’s time to send everyone an invite and provide them with relevant information and documents.

I'm the [your role]. This meeting will involve [potential attendees]. I need to send out invitation emails a week in advance.

Could you assist me in drafting individual emails to each of these participants? The emails should outline the meeting's objectives, emphasize the importance of their input, and encourage their preparation for a productive discussion. Please tailor each email to reflect the specific role and contribution of the recipient to the meeting's agenda.

Keep the emails short and formal but with simple language. Do not use over-enthusiastic language.
💡 Tip: You can also choose to send everyone the same invite email based on your company culture.

You’ve done the hard work. Let’s do a final check.

After distributing the meeting materials and agendas to all participants, is there anything else I should take care of in the lead-up to our meeting?

Leveraging AI in your meeting planning not only streamlines the process but also enhances the overall quality of your meetings. With the prep out of the way, you’re all set for a session that not just talks the talk but walks the walk towards achieving your goals.

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