PM Meeting Effectiveness Assessment
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Create a meeting effectiveness assessment and improvement plan for [Project Name].

Meeting audit details:
- Project: [name]
- Meetings to assess: [list recurring meetings]
- Current meeting hours per week: [number]
- Team size: [number]
- Complaint: [too many meetings/unproductive/wrong people]

MEETING EFFECTIVENESS ASSESSMENT

CURRENT MEETING INVENTORY

For each meeting assess:

MEETING: [Name]
- Frequency: [daily/weekly/biweekly]
- Duration: [minutes]
- Attendees: [number]
- Purpose: [decision/information/brainstorm/status]
- Effectiveness score: [1-10]
- Issues: [no agenda/wrong people/runs over/no decisions]
- Recommendation: [keep/reduce frequency/shorten/eliminate/async]

MEETING COST CALCULATOR
- Average hourly rate: [$]
- Attendees: [number]
- Duration: [hours]
- Frequency: [per month]
- Monthly cost: [$rate x attendees x hours x frequency]
- Annual cost: [$]

MEETING BEST PRACTICES

BEFORE EVERY MEETING
☐ Clear agenda distributed 24 hours before
☐ Purpose defined: [decision/input/information]
☐ Right people invited — not everyone
☐ Pre-read sent if needed
☐ Time blocked is minimum needed

DURING MEETING
☐ Start on time — always
☐ Note taker assigned
☐ Stick to agenda
☐ Capture decisions explicitly
☐ Capture action items with owners
☐ End with action item review
☐ End on time — always

AFTER MEETING
☐ Notes distributed within 24 hours
☐ Action items tracked
☐ Decisions logged
☐ Next meeting confirmed if needed

MEETINGS TO ELIMINATE
- [Meeting name]: Replace with [async update/email/dashboard]

MEETINGS TO REDUCE
- [Meeting]: From [weekly] to [biweekly]

NEW ASYNC ALTERNATIVES
- Status updates: [written report instead]
- Quick decisions: [email with deadline]
- Information sharing: [recorded video]

ESTIMATED TIME SAVINGS
- Hours saved per week: [number]
- Team hours saved: [number x team size]
- Cost savings per month: [$]

Source: https://promptzyo.com/prompt/pm-meeting-effectiveness-assessment