# AI meeting agenda workflow — editable preparation worksheet

Use one copy per meeting occurrence. This worksheet helps an organizer collect, screen and arrange proposed topics; it does not grant decision authority or prove that a meeting is necessary. Replace the bracketed prompts. Keep genuinely unknown facts visible. Do not paste restricted messages or personal data merely to make the worksheet look complete.

## 1. Meeting contract

- Meeting ID / occurrence ID: `[stable ID]`
- Proposed date, start, end and time zone: `[YYYY-MM-DD HH:MM–HH:MM TZ]`
- Primary outcome: `[one sentence]`
- Permitted decision(s): `[decision and scope]`
- Explicitly out of scope: `[commitments this meeting cannot make]`
- Decision method: `[named owner / vote / consent / recommendation only]`
- Agenda status cutoff: `[timestamp]`
- Agenda knowledge cutoff: `[timestamp]`
- Draft, approval and release deadlines: `[timestamps]`
- Organizer / facilitator / recorder: `[roles]`
- Late-change rule and urgent-exception route: `[rule]`

## 2. Candidate-topic intake register

Keep every submitted ID even when it is merged or rejected. Requested minutes are not automatically accepted.

| Request ID | Submitted question or purpose | Requester | Requested minutes | Desired output | Delay impact | Synchronous need | Proposed evidence | Proposed decision owner | Duplicate of | Initial concerns |
| --- | --- | --- | ---: | --- | --- | --- | --- | --- | --- | --- |
| `[A01]` | `[bounded question if known]` | `[role]` | `[minutes]` | `[decision / feedback / awareness]` | `[specific consequence]` | `[why live interaction is needed]` | `[source IDs]` | `[role]` | `[ID / none]` | `[missing authority, access, scope, time]` |
| `[A02]` |  |  |  |  |  |  |  |  |  |  |
| `[A03]` |  |  |  |  |  |  |  |  |  |  |

Submitted count: `[n]`. Distinct-topic count after explicit merges: `[n]`. Submitted minutes: `[formula and total]`. Do not treat these as meeting results or time savings.

## 3. Authority and attendee map

| Role or participant | Decision authority and scope | Evidence contribution | Needed live? | Required preparation | Access classification | Availability / time zone | Inclusion or exclusion reason |
| --- | --- | --- | --- | --- | --- | --- | --- |
| `[role]` | `[what this person may and may not approve]` | `[source]` | `[yes/no/conditional]` | `[specific task]` | `[permitted level]` | `[window/TZ]` | `[reason]` |
|  |  |  |  |  |  |  |  |

Attendance is not authority. Record who can make each requested decision. If the required owner is unavailable, define a lawful delegate or defer; silence is not delegation.

## 4. Evidence and readiness register

| Evidence ID | Claim or question supported | Owner | Version / as-of time | Full relevant content or accessible reference | Fact, estimate or opinion | Required readers | Access test state | Current enough? | Contradiction / limitation |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| `[E01]` | `[specific use]` | `[role]` | `[version/time]` | `[content/link]` | `[type]` | `[roles]` | `[not tested/pass/fail]` | `[yes/no + reason]` | `[gap]` |
|  |  |  |  |  |  |  |  |  |  |

Do not use a recent export as proof that its covered period or access is sufficient. Distinguish a draft recommendation from an approved rule.

## 5. Admission and disposition decision

For each unique topic, answer the same checks.

| Topic ID(s) | Bounded question | Named output | Authorized owner | Evidence ready | Required people available | Needs synchronous work | Minutes feasible | Stop/fallback rule | Final disposition | Reason and destination |
| --- | --- | --- | --- | --- | --- | --- | ---: | --- | --- | --- |
| `[A01]` | `[question]` | `[output]` | `[role/unknown]` | `[ready/conditional/not ready]` | `[yes/no]` | `[yes/no]` | `[minutes]` | `[rule]` | `[LIVE_DECISION / ASYNC_UPDATE / DEFER_NOT_READY / MERGED_DUPLICATE]` | `[why; link or next review]` |
|  |  |  |  |  |  |  |  |  |  |  |

Check totals by submission and by distinct topic. A merged duplicate remains traceable. A deferred item receives an owner and next evidence check, not a vague parking lot.

## 6. Pre-work and access verification

| Participant / role | Agenda version | Required artifact | Concrete preparation | Due time | Correct identity tested? | Open result | Alternative authorized format | Retest result | Missing-work branch |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| `[role]` | `[v#]` | `[source IDs]` | `[read / validate / provide]` | `[time]` | `[yes/no]` | `[pass/denied/error]` | `[extract / none]` | `[pass/fail]` | `[hold / narrow / proceed with qualification]` |
|  |  |  |  |  |  |  |  |  |  |

Never instruct a participant to bypass a permission control. If an authorized accessible version cannot be supplied, hold the affected decision or explicitly narrow what can be discussed.

## 7. Final agenda

| Start time | Minutes | Agenda ID / type | Question or activity | In scope / out of scope | Owner | Required attendees | Evidence / pre-work | Required output | Stop and fallback |
| --- | ---: | --- | --- | --- | --- | --- | --- | --- | --- |
| `[HH:MM]` | `[n]` | `[ID / preparation, live decision, exception review, close]` | `[bounded wording]` | `[boundary]` | `[role]` | `[roles]` | `[IDs]` | `[decision/action/readback]` | `[what happens at time end]` |
|  |  |  |  |  |  |  |  |  |  |

Total agenda minutes: `[formula = scheduled duration]`. Decision minutes: `[formula]`. Reading/exception/close minutes: `[formula]`. Ratios describe allocation only; do not label them effectiveness.

## 8. Approval, release and change control

- Organizer confirms objective, total time and all dispositions: `[role/time/evidence]`
- Each decision owner confirms question and authority, not a pre-decided answer: `[role/time]`
- Required attendee acceptance: `[count / missing]`
- Every linked artifact opened by intended identities: `[yes/no + exceptions]`
- Asynchronous and deferred destinations are accessible: `[yes/no]`
- Version approved and released: `[v# / timestamp / channel]`
- Late request ID, reason and disposition: `[record]`
- If time changed, which item lost or gained minutes and who approved: `[record]`

## 9. During-meeting capture shell

Leave this blank before the meeting. An approved agenda cannot predict outcomes.

| Agenda ID | Actual start/end | Decision state | Exact decision and scope | Authority confirming | Conditions / dissent | Action | Action owner | Due time | Verification / next review |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| `[A01]` | `[observed]` | `[decided / no decision / provisional]` | `[after meeting]` | `[role]` | `[record]` | `[record]` | `[role]` | `[time]` | `[evidence]` |
|  |  |  |  |  |  |  |  |  |  |

## 10. Post-meeting integrity check

- All admitted agenda IDs have an outcome or explicit no-decision state: `[yes/no]`
- Decisions were confirmed by the named authority: `[yes/no + exceptions]`
- Dissent and conditions remain visible: `[yes/no]`
- Actions have owners, due times and destinations: `[yes/no]`
- Deferred/asynchronous items were not falsely marked decided: `[yes/no]`
- Actual attendance and durations are observations, not planned values: `[yes/no]`
- Sensitive notes have the correct audience and retention treatment: `[owner check]`
- Correction link / superseded version if needed: `[ID / none]`

The organizer and decision owners must review the final record. Legal, HR, security, financial or safety decisions need the organization's appropriate qualified review; this worksheet does not supply it.