A meeting ready for decisions

How can you use AI to produce a reliable, focused and immediately usable meeting pack?

1250 € per session, excl. VAT

In short

In a half-day session lasting 3 hours participants prepare a meeting with an authorised generative AI assistant. They turn scattered information into an objective, a timed agenda, a briefing note and an invitation, then assess the accuracy against the sources and the usefulness of the pack before distribution.

Why this training?

A poorly prepared meeting takes up participants’ time without specifying what they need to decide, contribute or read. AI can help organise information, provided it is given an explicit objective and established facts are distinguished from assumptions and open questions. However, a well-written agenda can conceal a contradiction or invent an agreement. The course therefore combines production and verification: every element relevant to the decision must be linked to the supplied pack, corrected or flagged as uncertain. Running case study: The fictitious organisation Aveltro Signalétique must choose between two delivery options following a supplier delay. A 45-minute meeting brings together coordination, production and customer relations. The fictitious pack includes three exchanges, a table of constraints and a note containing a contradictory deadline. Transfer to the workplace: For their next meeting, participants reuse the request template with authorised information, check each expected decision and ask a colleague to review the pack. They compare the corrections required with those identified during the exercise.

Objectives of this training

  • Define an expected decision and the boundaries of the meeting’s scope.
  • Extract relevant facts, distinguishing contradictions from missing information.
  • Build a timed agenda tailored to the participants.
  • Draft a consistent briefing note and invitation.
  • Assess the pack produced and correct unsupported statements.

Who is it for and what are the prerequisites?

Roles and tasks concerned

  • Team leaders preparing coordination or decision-making meetings.
  • Assistants and coordinators responsible for invitations and preparation packs.
  • Staff who regularly organise cross-functional meetings.

Prior skills

  • Have previous experience of making simple requests to a generative AI assistant.
  • Be familiar with your organisation’s meeting practices and confidentiality rules.

What you will work on

  1. Define what the meeting must decide

    Objective: Give the assistant a precise framework for preparation. Differences between informing, consulting and deciding; required participants; context, constraints and response format.

  2. Establish a verifiable factual basis

    Objective: Extract information without turning an assumption into a fact. Identifying sources, handling contradictions and instructing the assistant not to fill in missing data.

  3. Assemble the preparation pack

    Objective: Produce materials that guide the decision-making process. Sequencing topics, time per item, expected outcome, pre-reading and neutral wording of the options.

  4. Check before distributing

    Objective: Measure quality and have the pack validated by a person. Five-dimension grid, record of discrepancies, consistency across documents and recipient checks.

What you take away

  • Scoping sheet and reusable request for the assistant.
  • Table of facts, sources, contradictions and open questions.
  • Timed agenda, briefing note and invitation.
  • Completed review grid with corrections before distribution.

Method and assessment

  • Short teaching inputs followed by immediate practice using the running case study.
  • Individual work followed by work in pairs, with peer review of the outputs.
  • Guided group discussion: what works, what needs correcting and what remains a human decision.
  • Preparation: Have access to an AI assistant authorised by the organisation; no specific commercial tool is required. Bring an example of a preparation difficulty, without sensitive data; the exercises use only the fictitious pack or anonymised material.

Observable criteria: The objective states a precise decision to be made and identifies the person authorised to decide, or flags their absence. ; Every decisive fact refers to a source; the contradictory deadline is flagged. ; The agenda timings total 45 minutes and allow time for a conclusion. ; The invitation specifies the objective, preparation required and documents to read. ; The grid compares the initial and corrected versions across five dimensions: fidelity, relevance, completeness, duration and clarity..

Frequently asked questions

Should all exchanges be shared with the assistant?

No. Select only the necessary and authorised material, anonymising it first if required.

Can the assistant choose which option to adopt?

It can structure the comparison; the decision remains with the authorised people.

Is the invitation sent during the exercise?

No. It is prepared and checked, but not sent or added to a calendar.

What should you do if information is missing?

Flag it, identify who can confirm it and do not let the assistant invent it.

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