Use AI to create a structured meeting agenda and prep your talking points for tomorrow's site meeting.
1. **List what you need to cover.** Open ChatGPT or Claude and type out the topics, issues, or decisions you need to discuss—even if it's messy bullet points. Include things like schedule updates, safety concerns, upcoming inspections, material delays, or crew coordination. 2. **Ask AI to organize it into a meeting agenda.** Paste your list and ask the AI to turn it into a clean agenda with time estimates for each item. It'll prioritize the topics and structure them logically so nothing gets missed. 3. **Generate talking points for yourself.** Pick the toughest or most important agenda item—maybe a schedule slip or a subcontractor issue—and ask AI to give you 3-4 clear talking points you can use to explain the situation and propose next steps. 4. **Create a one-page handout (optional).** If you want everyone on the same page, ask AI to format the agenda as a simple one-page doc you can print or email before the meeting. This keeps people focused and shows you're prepared. 5. **Prep your follow-up template.** Before the meeting even starts, ask AI to draft a follow-up email template with sections for decisions made, action items, and who's responsible. After the meeting, you just fill in the blanks and send it out while it's fresh.
Try this prompt today
“I'm running a site meeting tomorrow morning. Here are the topics I need to cover: update on concrete pour schedule, discuss the HVAC sub running behind, review next week's inspection requirements, address the safety issue with scaffolding access, and confirm material deliveries for framing. Turn this into a clear meeting agenda with estimated time for each topic, then give me 3 talking points I can use to explain the HVAC delay and keep the meeting productive.”
February 17, 2026
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