AI agent for chief of staffs
Recurring Meeting Audit Agent
Cut low-value recurring meetings and free hours without removing the ones that matter
What it does
An executive's calendar has weekly meetings that began two years ago for a project that ended. This agent lists every recurring meeting and checks attendance, agendas and notes. It scores each for value: are most attendees showing up, is there an agenda, are decisions recorded. It flags the low-value ones and asks the organizer and a few attendees to confirm whether the meeting is still needed. It then proposes one of cancel, shorten, merge or change cadence. If answers conflict, it checks again with the data and revises. It tracks the hours saved. The executive approves any change before invitations are altered. Edge case: a meeting that a customer attends is protected from cancellation.
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.
Read the steps as a list
- Quarterly audit begins
- List recurring meetings with attendance, agendas and notes
- Score each meeting for value
- Flag low-value and protected meetings
- Ask organizers and attendees whether each flagged meeting is needed
- Do the answers match the data?If not: Recheck attendance and notes and ask again with the facts. Back to step 4.
- Propose cancel, shorten, merge or change cadence
- Does the proposal keep every required attendee covered?If not: Revise the proposal and recheck coverage. Back to step 7.
- Executive approves each changeThe agent waits here for your OK.
- Updated calendar and hours saved
How it decides
It flags meetings with attendance under 60 percent, no agenda or no recorded decisions in the last 4 sessions.
- Flag a meeting with under 60 percent attendance
- Flag a meeting with no agenda or decisions in 4 sessions
- Protect meetings with customers or the board
- Prefer shortening to cancelling when the organizer disagrees
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Attendance threshold (default 60 percent)
- Audit frequency (default quarterly)
- Protected meeting list (default customers and board)
- Sessions reviewed (default last 4)
What keeps you in control
It always asks you first
- Executive approves each cancellation, shortening or merge
Hard limits
- Never cancel or edit a meeting without approval
- Never share notes beyond the executive and assistant
- Protect customer and board meetings
It stops when
- Done: Approved changes made and hours saved reported
- Stop: Executive pauses the audit
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.
- 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
