Meeting Design

Input: $ARGUMENTS

Step 1: Determine If a Meeting Is Needed

Not everything requires a meeting. Check first.

COULD THIS BE RESOLVED BY:
- [ ] An email or message? (information sharing)
- [ ] A shared document with comments? (async feedback)
- [ ] A quick 1:1 instead? (two-person decision)
- [ ] A recorded video/loom? (one-way presentation)

MEETING IS NEEDED BECAUSE: [specific reason none of the above works]

If no meeting is needed, stop here. Recommend the async alternative.

Step 2: Define the Decision or Output

Every meeting must produce something concrete.

MEETING PURPOSE: [one sentence]
MEETING TYPE: [DECISION / BRAINSTORM / STATUS / PLANNING / RETROSPECTIVE / ALIGNMENT]
REQUIRED OUTPUT: [the specific artifact or decision that must exist when the meeting ends]
WHAT HAPPENS IF WE DON'T MEET: [consequence of skipping]

Step 3: Select Participants (Minimum Viable)

Fewer people = better meetings. Apply the “two-pizza rule” as a ceiling.

MUST ATTEND (decision-makers or critical input):
- [name] — needed because: [reason]
- [name] — needed because: [reason]

OPTIONAL (informed, not required):
- [name] — can review notes after

EXPLICITLY NOT INVITED (and why):
- [name/role] — [will receive summary instead]

TOTAL ATTENDEES: [number — flag if > 7]

Step 4: Design the Agenda

Every agenda item has an owner, a time box, and a verb.

MEETING: [name]
DURATION: [total time — default to 25 or 50 minutes, not 30/60]

PRE-WORK (required before attending):
- [ ] [Read/review X — link]
- [ ] [Prepare Y]

AGENDA:
1. [MM min] [VERB: Decide/Discuss/Review/Align] [topic] — Owner: [name]
2. [MM min] [VERB] [topic] — Owner: [name]
3. [MM min] [VERB] [topic] — Owner: [name]
4. [05 min] Actions and owners — Facilitator

VERBS TO USE: Decide, Discuss, Review, Align, Brainstorm, Resolve
VERBS TO AVOID: Update, Share, Present (these are async tasks)

Step 5: Set Time Constraints

Meetings expand to fill available time. Constrain them.

HARD STOP: [time — non-negotiable]
DECISION DEADLINE: [if no decision by MM:SS, use fallback method]
FALLBACK METHOD: [leader decides / vote / defer to next meeting with smaller group]
PARKING LOT RULE: Off-topic items go on the list, not into discussion

Step 6: Define Follow-Up Actions Format

The meeting isn’t over when it ends. It’s over when follow-up is sent.

FOLLOW-UP (sent within 2 hours):

DECISIONS MADE:
1. [decision] — Decided by: [who]

ACTIONS:
1. [action] — Owner: [name] — Due: [date]

NEXT MEETING: [needed? if so, when and what's the purpose]

SENT TO: [attendees + those who were explicitly not invited but need to know]

Integration

Use with:

• /tfac -> When the meeting needs active facilitation techniques
• /csb -> When the meeting goal is reaching agreement
• /de -> When planning a series of project meetings