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AI agent for chief of staffs

Leadership Meeting Prep and Decision Log Agent

Hold every leadership meeting with complete, checked papers and a decision log that closes.

Document handlingAdministrationManagementExecutives and strategy
See how it worksGet access
Leadership Meeting Prep and Decision Log Agent: what goes in, what the agent does and what you get

What it does

Leadership meetings run on papers that arrive late, with numbers that disagree with the dashboard. Afterward, nobody agrees on what was decided. This agent collects papers from owners before the meeting, chases the missing ones, checks key numbers against the dashboards, and assembles the agenda and pack. After the meeting it extracts decisions and owners from the notes and tracks them against the dates. It reminds owners and reports overdue decisions at the next meeting. The executive approves the pack and the decision log. Edge case: a paper whose figure differs from the dashboard is sent back with both numbers shown.

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, continueApprovedApprovedYes, continueNoNo 1 STARTS WHEN Meeting is 5 days away 2 USES A TOOL Request papers from each owner 3 USES A TOOL Collect papers and check the figures against thedashboards 4 CHECKS THE RESULT Are all papers in and do the figures match? If not: Chase late papers and return any with mismatchesshowing both numbers. Back to step 2. 5 DOES Assemble the agenda and pack 6 YOU APPROVE Executive approves the pack 7 USES A TOOL After the meeting read the notes 8 DOES Extract decisions with owners and dates 9 YOU APPROVE Executive approves the decision log 10 CHECKS THE RESULT Are earlier decisions done by their dates? If not: Remind the owners and list them for the nextmeeting. Back to step 2. 11 RESULT Decision log and next agenda items
Read the steps as a list
  1. Meeting is 5 days away
  2. Request papers from each owner
  3. Collect papers and check the figures against the dashboards
  4. Are all papers in and do the figures match?If not: Chase late papers and return any with mismatches showing both numbers. Back to step 2.
  5. Assemble the agenda and pack
  6. Executive approves the packThe agent waits here for your OK.
  7. After the meeting read the notes
  8. Extract decisions with owners and dates
  9. Executive approves the decision logThe agent waits here for your OK.
  10. Are earlier decisions done by their dates?If not: Remind the owners and list them for the next meeting. Back to step 2.
  11. Decision log and next agenda items

How it decides

Compares paper figures with dashboards, chases late papers on a schedule, and extracts only decisions that have an owner and a date.

  • Papers due 3 days before the meeting
  • Figure differing from the dashboard by over 2% is returned
  • A decision needs an owner and date to be logged
  • Overdue decisions are reported on the next agenda

Make it yours

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

  • Days before the meeting for requests (default 5)
  • Mismatch tolerance (default 2%)
  • Dashboards to use
  • Who receives the pack
  • Log format

What keeps you in control

It always asks you first

  • The meeting pack
  • The decision log
  • Any change in the agenda

Hard limits

  • Never change a paper's content
  • Never record a decision without an owner and date

It stops when

  • Done: log approved and tracked
  • Stop: meeting cancelled
  • Stop: papers not received, executive decides

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 Thursday meeting the agent requests papers on Friday. By Tuesday two are missing, so it chases. The sales paper shows revenue of 4.2 million and the dashboard 4.0 million. The check fails and the paper returns with both numbers. The corrected paper arrives Wednesday. After the meeting the agent logs seven decisions and reminds owners of two overdue items.

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