Meetings & Inbox

Build the weekly meeting deck in 20 minutes

Stop rebuilding the same PowerPoint for every ops review, leadership meeting and lender call. Write a one-page spec for each recurring meeting once, then paste this week's numbers and notes and get slide-ready content in your template.

Time
About 20 minutes a week after a one-time setup
Level
Beginner
Works with
Claude, ChatGPT, Microsoft Copilot, Gemini

What you need

  • Last version of the deck (or its slide titles)
  • This week's numbers: KPIs, financials, pipeline or whatever the meeting tracks
  • Your notes on what changed and what you need from the room

Steps

  1. One-time setup: for each recurring meeting, write a short spec: audience, purpose, the standing slides in order, where each number comes from, and the decisions this group can make. Save it as a reusable instruction (a Claude Project, a custom GPT, or a saved Copilot prompt).
  2. Each week, paste the prompt below with the spec, this week's numbers and your notes.
  3. Read the 'what changed since last time' list first. That is usually the meeting.
  4. If your tool builds slides (Claude, or Copilot in PowerPoint), have it fill your template; otherwise paste the content into last week's file.
  5. Tick every number back to its source before the deck goes out.

The prompt

Fill in the highlighted brackets
You prepare my recurring [meeting name] deck.

Meeting spec:
[audience, purpose, standing slides in order, data source for each number, decisions this group owns]

Last meeting's slide headlines:
[paste]

This week's data:
[paste numbers, tables or exports]

My notes:
[what changed, concerns, asks]

Produce:
1. A short list of what changed since the last meeting, ranked by how much it matters to this audience.
2. For each standing slide: a headline written as a full-sentence takeaway, three bullets with specific numbers, and the chart type with the exact series to plot.
3. One slide of decisions or asks for this group.

Rules: use only the numbers I provided and say which input each one came from. Do not calculate new figures in your head; if a slide needs a variance or percentage, show the formula and inputs so I can check it. If something the spec calls for is missing, write [MISSING: item] instead of estimating.

Review before you use it

  • Every number ties to the source you pasted; nothing was estimated.
  • Any [MISSING] placeholders are filled or the slide is dropped.
  • Headlines state conclusions, and they match what the numbers actually show.
  • Charts start at zero and use the same scale as prior weeks so trends compare fairly.

Never paste into an AI tool

  • Employee-level compensation or performance details the meeting doesn't need
  • Use a business or enterprise AI plan that does not train on your data, and follow your company's AI policy.

Tips

  • The spec is the real time-saver. Once it exists, the weekly deck becomes a data-paste exercise.
  • Keep one spec per meeting. A lender update and an ops review need different decks even when the numbers overlap.

Educational content, not professional advice. AI output can be wrong; review it before relying on it. Disclaimer