Complete AI Training

AI agent for chief of staffs

Board and Leadership Meeting Pack Agent

Assemble a complete, correctly formatted meeting pack on time.

Board and Leadership Meeting Pack Agent: what goes in, what the agent does and what you get

What it does

A board pack depends on a dozen contributors, and half of them send material at the last minute in different formats. This agent starts from the agenda and requests materials from each owner with a deadline. It tracks submissions daily, checks each file for format, page limits and missing sections, and sends a specific correction when something is off. It chases late contributors with escalating reminders and tells the assistant who is at risk. When all pieces are in, it assembles the pack in order with a contents page and checks that page numbers and references still work. Edge case: if a number differs between two papers, it flags it. The executive approves before distribution.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Meeting date set 2 DOES Build the agenda and list the material needed peritem 3 USES A TOOL Send material requests with deadlines to each owner 4 USES A TOOL Track submissions daily 5 DOES Check each file for format, page limit and missingsections 6 CHECKS THE RESULT Is each submission complete and within the rules? If not: send a specific correction request and track theresubmission. Back to step 4. 7 DOES Chase late owners and tell the assistant who is atrisk 8 DOES Assemble the pack with contents and page numbers 9 CHECKS THE RESULT Do figures and cross references match across papers? If not: flag the mismatch to the owners and rebuild thepack. Back to step 8. 10 YOU APPROVE Executive approves the pack before distribution 11 RESULT Final pack and a late submission log
Read the steps as a list
  1. Meeting date set
  2. Build the agenda and list the material needed per item
  3. Send material requests with deadlines to each owner
  4. Track submissions daily
  5. Check each file for format, page limit and missing sections
  6. Is each submission complete and within the rules?If not: send a specific correction request and track the resubmission. Back to step 4.
  7. Chase late owners and tell the assistant who is at risk
  8. Assemble the pack with contents and page numbers
  9. Do figures and cross references match across papers?If not: flag the mismatch to the owners and rebuild the pack. Back to step 8.
  10. Executive approves the pack before distributionThe agent waits here for your OK.
  11. Final pack and a late submission log

How it decides

It judges each submission against the format rules and the previous pack, and escalates based on days left and importance of the item.

  • Send the first chase 3 days before the deadline, then daily
  • Reject files over the page limit for that item
  • Flag any figure that differs between two papers
  • Escalate to the executive when a key item is 2 days late

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Deadline days before the meeting
  • Page limits per paper type
  • Reminder schedule
  • Distribution list
  • Escalation contact

What keeps you in control

It always asks you first

  • Executive approves the pack before it is distributed
  • Assistant approves escalation messages to senior contributors

Hard limits

  • Never distributes the pack
  • Does not edit the content of contributors' papers

It stops when

  • Done: pack approved and ready for distribution
  • Stop: a required item is missing at the cutoff, executive decides whether to proceed

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor a March board meeting, 11 papers were due on the 10th. Two were late and one finance paper ran 14 pages against a limit of 8. The agent sent corrections and chased twice. When assembled, the revenue figure in the finance paper was $4.2 million but the CEO report said $4.4 million. It flagged this, the owner fixed it, and the executive approved.

More agents for chief of staffs