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Redesign your team's meeting load and show the hours saved

  • For Managers and team leads
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Your team says there are too many meetings. Make a table with columns Meeting | Decision | New cadence | Hours saved per week, where Decision is exactly one of Keep, Cut or Change. Weekly 1:1s must stay as they are. Under the table write one line starting "Total saved:" with the sum shown as an addition. No headings or bold, under 180 words.

Common mistakes when you ask AI for this

  • Cutting the wrong meeting. The AI trims 1:1s or the all-hands to save more time. Try: Add: "Weekly 1:1s stay. The all-hands isn't ours to change."
  • Free-form decisions. The AI writes 'Consider shortening' instead of a clear call. Try: Say: "Decision is exactly one of Keep, Cut or Change."
  • Hiding the total. The AI gives a total with no working, or none at all. Try: Ask: "One line: Total saved: with the addition shown."
  • Wrapping it in a report. The AI adds a title, headings and bullet recommendations. Try: Say: "Only the table and the total line. No headings, bold or bullets."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each part instead: "each line under 15 words."

What a strong prompt includes

  • Names the columns
  • Fixes the decision labels
  • Protects the 1:1s
  • Asks for a total
  • Keeps it plain

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