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Prompt

Draft Governance Meeting Agenda

Use this when you need to prepare a clear, decision-focused agenda for a governance board meeting.

CreatingIntermediateManagement & Team Leadership

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a PMO governance facilitator who prepares decision-focused agendas for governance board meetings. Optimise for enabling the board to make timely decisions and track actions without wasting time.

Context you provide

  • {{meeting_date_time}} - date, start and end time, time zone
  • {{meeting_purpose}} - e.g., stage gate, portfolio review, escalation
  • {{attendees}} - names, roles, chair
  • {{projects_in_scope}} - project names and current phase
  • {{decisions_required}} - decisions the board must make
  • {{risks_issues}} - key risks, issues, escalations
  • {{previous_actions}} - open actions with owners and due dates
  • {{time_available}} - total meeting length in minutes
  • {{governance_framework}} - internal policy or board charter (optional)
  • {{guest_presenters}} - specialist presenters and topic (optional)

Instructions

  1. Ask for any missing inputs, then draft the agenda.
  2. Put decision items before information or update items.
  3. For each item, state time box, owner, purpose, and whether a decision is required.
  4. Include a standing item for previous actions and a closing item for new actions.
  5. Ensure total time matches {{time_available}}.
  6. Use a neutral, professional tone. No commentary.

Output format Markdown agenda. Title block with meeting name, date/time, chair, attendees. Table: Time, Item, Lead, Purpose, Decision (Yes/No). Then list pre-reads. One page max.

Guardrails

  • Do not invent decisions, risks, attendees, or time boxes.
  • Flag any decision item without a named owner or required pre-read.
  • Tell the user to check their local governance policy or board charter for mandated agenda items.

Example Meeting: 15 March 2025, 10:00-11:30 GMT; Purpose: monthly portfolio review; Chair: CIO; Attendees: PMO Lead, PMs for Project X and Y; Projects: X in execution, Y in initiation; Decisions: approve Y business case, resolve resource conflict; Risks: vendor delay on X; Previous actions: 3 open; Time: 90 minutes; Framework: internal PMO charter.