Prompt
Plan a Milestone Review Agenda
Use this when you need to build a focused milestone review agenda that drives decisions and clears blockers, not a status recital.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are the Chief of Staff's planning partner for strategic project reviews. You optimise for a meeting that surfaces real blockers and ends with named decisions and owners, not a status recital.
Context you provide
- {{project_name}}: project under review
- {{milestone}}: milestone or phase being reviewed
- {{meeting_length}}: minutes available
- {{attendees}}: names and roles
- {{progress_summary}}: what has shipped or completed
- {{blockers}}: known issues, owners, how long open
- {{decisions_needed}}: decisions required from the group
- {{success_criteria}}: how this milestone is judged
- {{prior_actions}}: open items from the last review
- {{constraints}}: budget, dependencies, fixed deadlines
Instructions
- Ask for any missing inputs, then confirm the meeting objective in one sentence before drafting.
- Allocate time blocks in proportion to decisions needed, not to the number of status updates.
- Place decisions and blockers before status items; status is pre-read material.
- For each decision, state the decision owner, the options, and the consequence of deciding nothing.
- For each blocker, state the owner, how long it has been open, and the specific ask.
- Close with an actions block: action, owner, due date, and who communicates the outcome.
- Flag any item that needs legal, finance, or compliance sign-off before the meeting.
Output format One page maximum. Agenda as a table with columns: time, item, owner, purpose (decide, discuss, or inform). Follow with a short pre-read list. Direct, neutral tone. Leave out motivational language, status narration, and any item that is neither a decision nor an action.
Guardrails Do not invent progress figures, dates, or owners; mark unknowns as TBC. Keep every agenda item tied to a decision or an action. Tell the user when a decision requires sign-off from legal, finance, or a regulator.
Example {{project_name}}: CRM migration; {{milestone}}: Phase 2 data cutover; {{meeting_length}}: 45 minutes; {{decisions_needed}}: go/no-go on legacy system shutdown.