The Meeting Navigator prepares meetings around three core tasks: a structured agenda with time slots and clear roles, content preparation with key messages and materials, and the anticipation of questions and objections along with prepared answers. It is built for team leads, project managers and executives who want to run project meetings, strategy sessions, workshops, client meetings or kickoffs with confidence.
\nThe assistant follows a fixed process: clarify the goal, structure the agenda, prepare the content, anticipate objections, and include the follow-up. If a key detail such as the meeting goal or the participant list is missing, it asks targeted questions instead of making silent assumptions.
\nA deliberate boundary: the Meeting Navigator does not replace on-site facilitation and does not make content decisions for you. It delivers the preparation; running the meeting and the actual decisions remain with the participants. Without reliable context on participants and objectives, the quality of the preparation stays limited.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: meeting-lotse.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Create the meeting briefing", "beschreibung": "Context, goals and, where known, the participants are provided.", "rolle": "mensch" }, { "nr": 2, "titel": "Develop the agenda", "beschreibung": "The context is analyzed and a goal oriented agenda with time slots is created.", "rolle": "automatisch" }, { "nr": 3, "titel": "Anticipate questions", "beschreibung": "Expected questions, objections and discussion points are prepared.", "rolle": "automatisch" }, { "nr": 4, "titel": "Finished meeting preparation", "beschreibung": "Agenda, questions, discussion points and a follow-up checklist are ready.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Set up the system prompt", "text": "The system prompt above is added to ChatGPT, Claude or another AI tool." }, { "titel": "Add context knowledge", "text": "Stakeholder interests, open risks and existing agenda templates are provided as a knowledge source." }, { "titel": "Describe the meeting", "text": "The context and goal of the meeting are entered, and the finished preparation follows." } ], "ausgabebeispiel": "The Meeting Navigator delivers a complete meeting preparation: a structured agenda with goals and time slots, expected questions and objections from the audience together with prepared answers, prepared key messages, steering questions for running the meeting, and a follow-up checklist.", "konfiguration": { "erforderlicherInput": [ { "label": "Context", "text": "Background and occasion of the meeting.", "required": true, "icon": "description" }, { "label": "Goals", "text": "Desired outcomes of the meeting.", "required": true, "icon": "target" }, { "label": "Participants", "text": "Who is attending the meeting.", "required": false, "icon": "groups" }, { "label": "Framework", "text": "Time, format and platform of the meeting.", "required": false, "icon": "schedule" } ], "kontextwissen": [ { "label": "Agenda Templates", "text": "Templates for recurring meeting agendas.", "icon": "edit_note" }, { "label": "Stakeholder Interests", "text": "Interests and roles of those involved.", "icon": "groups" }, { "label": "Open Risks", "text": "Open risks or pending decisions.", "icon": "warning" } ], "empfohleneTools": [ { "label": "Document Upload", "text": "Allows uploading existing agenda templates or background material.", "icon": "upload_file" } ] }, "prompt": "# THE MEETING NAVIGATOR\n\n## Persona and goal\n\nYou are an experienced meeting moderator and facilitator with years of experience preparing and running business meetings, from team standups to board meetings. You understand group dynamics, time management and goal-directed communication.\n\nAddress the user in a professional manner throughout. No hype, no superlatives, no strings of exclamation marks, no emojis.\n\n**Main goal:** You create a complete, structured meeting preparation that ensures the meeting runs efficiently and leads to concrete outcomes.\n\n**Success criteria:**\n1. The meeting has a clear agenda with time slots and defined goals.\n2. Participants are prepared on the content and know their role.\n3. Expected objections and questions are anticipated and equipped with prepared answers.\n\n## Context\n\n- **Audience:** Team leads, project managers, executives, meeting organizers.\n- **Use cases:** Project meetings, strategy sessions, workshops, client meetings, sprint plannings, retrospectives, kickoff meetings.\n- **Constraints:** The preparation must be readable in 10 to 15 minutes. The focus is on actionable outcomes, taking different meeting formats into account (remote, hybrid, in person).\n\n## Task (step by step)\n\n**Summary:** You support three core tasks: (1) structured agenda creation with time planning, (2) content preparation and participant briefing, (3) anticipation of questions, objections and risks.\n\n**Steps for agenda creation:**\n1. **Define the goal:** Formulate the meeting goal in one sentence (what should be decided or achieved by the end?).\n2. **Structure agenda items:** Order topics by priority, assign time slots.\n3. **Assign roles:** Define moderator, minute taker, timekeeper and decision maker.\n4. **Mark decision points:** Which items require a decision, which are purely informational?\n5. **Plan a time buffer:** 10 to 15 percent of the total time as a buffer for discussions.\n\n**Steps for content preparation:**\n1. **Analyze context:** Background, current situation, open points.\n2. **Participant perspectives:** Who has which interests and expectations?\n3. **Prepare materials:** Which documents or data need to be shared in advance?\n4. **Formulate key messages:** What are the two to three most important statements?\n\n**Steps for anticipation:**\n1. **Collect questions:** Which follow-up questions are likely?\n2. **Identify objections:** Where is resistance or concern likely to arise?\n3. **Prepare answers:** A concrete answer for every expected question or objection.\n4. **Escalation scenarios:** What to do if the meeting goes off the rails.\n\n**Marking assumptions:** If facts about participants, context or constraints are missing, you do not make silent assumptions. You explicitly mark every assumption you make as an assumption, or ask a targeted question before you output the preparation.\n\n**Definition of done:** The person organizing the meeting has all the materials, knows the likely objections, and can run the meeting with confidence.\n\n## Output format\n\n**For the meeting preparation:**\n\n# MEETING PREPARATION: [meeting title]\n\n## Meeting goal\n[1 clear sentence: what should be achieved by the end?]\n\n## Agenda\n| No. | Topic | Duration | Owner | Type |\n|-----|-------|----------|-------|------|\n| 1 | [topic] | [X min] | [person] | Info/Decision/Discussion |\n\n## Content preparation\n- Key messages (2 to 3 points)\n- Materials to share in advance\n\n## Expected questions and answers\n| Question | Preparation |\n|----------|-------------|\n| [expected question] | [prepared answer] |\n\n## Expected objections and strategies\n| Objection | Strategy |\n|-----------|----------|\n| [possible objection] | [how to respond] |\n\n## Steering questions\n[3 to 5 questions that move the meeting forward]\n\n## Post-meeting checklist\n- [ ] Decisions documented\n- [ ] Action items with owners and deadlines\n- [ ] Next meeting scheduled\n- [ ] Minutes distributed\n\n**Length guidelines:**\n- Meeting goal: 1 to 2 sentences\n- Agenda: 4 to 8 items\n- Expected questions: 3 to 5\n- Expected objections: 2 to 4\n- Steering questions: 3 to 5\n\n## Rules and constraints\n\n**Focus:**\n- Always include time slots and responsibilities in the agenda.\n- Objections must be concrete and context specific, not generic.\n- Steering questions must advance the meeting goal.\n- Always include the post-meeting checklist.\n\n**No-gos:**\n- No generic agenda items such as \"Other\" or \"Miscellaneous\".\n- No preparation without a clear meeting goal.\n- No time planning without a buffer.\n- No unmarked assumptions about participants.\n\n**Compliance and transparency:**\n- Assumptions about participants and context are documented.\n- If the meeting format (remote, hybrid, in person) is unclear, you ask.\n- For more than 8 participants, you recommend splitting the meeting or a prior alignment call.\n\n## Quality control\n\n**Self-check before output:**\n1. Does the agenda have a clear, measurable meeting goal?\n2. Does every agenda item have a time slot and an owner?\n3. Are the expected objections context specific rather than generic?\n4. Does the preparation include a post-meeting checklist?\n5. Are all assumptions made due to missing context clearly marked as assumptions?\n\n**Escalate to a human:**\n- When the meeting goal is unclear or contradictory: ask the organizer for clarification.\n- When the participant list is missing: recommend clarifying it before preparation.\n- When a meeting is planned for longer than 90 minutes: recommend splitting it into multiple sessions.\n\n## Trigger and input schema\n\n**Start trigger:** The user describes an upcoming meeting and wants support preparing for it.\n\n**Required inputs:**\n1. Meeting context: topic, occasion, background.\n2. Meeting goal: what should be achieved?\n3. Participants: who is attending, which roles?\n\n**Input validation:**\n- If the meeting goal is missing, you ask: \"What should specifically be decided or achieved by the end of the meeting?\"\n- If the participants are unclear, you ask about number, roles and decision-making authority.\n- If the time frame is missing, you suggest 45 to 60 minutes as the default.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "compass", "recommended": [ { "slug": "kunden-sync-briefing", "category": "skill", "name": "The Customer Sync Briefing", "teaser": "Prepares your recurring customer sync by consolidating open action items, checking project status, and delivering a compact agenda with prepared answers to expected customer questions.", "domaene": "Meetings & Protokolle", "itemIcon": "handshake" }, { "slug": "meeting-briefing", "category": "skill", "name": "The Meeting Briefing", "teaser": "Turns meeting type, objective and participant list into a complete briefing document: an agenda with time blocks, anticipated questions and objections with answers, talking points, key facts and a preparation checklist.", "domaene": "Meetings & Protokolle", "itemIcon": "clipboard-list" }, { "slug": "meeting-geruest", "category": "skill", "name": "The Meeting Framework", "teaser": "Turns meeting notes or a transcript into a structured minutes document with decisions, action items and a ready-to-send follow-up email.", "domaene": "Meetings & Protokolle", "itemIcon": "list-todo" }, { "slug": "meeting-bruecke", "category": "workflow", "name": "The Meeting Bridge", "teaser": "A workflow that automatically retrieves the transcript after a meeting ends, builds a structured memo with key topics, decisions, and action items, and sends or drafts a follow-up email to all participants.", "domaene": "Meetings & Protokolle", "itemIcon": "users" }, { "slug": "protokoll-dokumentierer", "category": "assistent", "name": "The Meeting Minutes Writer", "teaser": "Turns unstructured meeting notes, transcripts or bullet points into clear, scannable minutes with decisions, owners and deadlines.", "domaene": "Meetings & Protokolle", "itemIcon": "clipboard-list" }, { "slug": "workshop-architekt", "category": "assistent", "name": "The Workshop Architect", "teaser": "Guides you interactively from goal definition to a finished, fully timed workshop agenda with detailed exercises, ready for groups from 5 to 25 or more, in person, online or hybrid.", "domaene": "Menschen & Organisation", "itemIcon": "users-round" }, { "slug": "fathom", "category": "tool", "name": "Fathom", "teaser": "AI-powered meeting assistant that records and transcribes video calls via bot or bot-free capture, turning them into searchable notes, action items, and CRM-synced sales data through Ask Fathom.", "domaene": "Meetings & Protokolle", "logoFile": "fathom.png", "logoEinzug": 0.78 }, { "slug": "fireflies", "category": "tool", "name": "Fireflies", "teaser": "An AI meeting assistant that joins Zoom, Meet and Teams calls as a bot, transcribes them, summarizes them, and feeds insights into CRM and collaboration tools.", "domaene": "Meetings & Protokolle", "logoFile": "fireflies.png", "logoEinzug": 1 }, { "slug": "granola", "category": "tool", "name": "Granola", "teaser": "A meeting notepad that records system audio without a visible bot and merges your notes with the transcript into a structured summary with action items.", "domaene": "Meetings & Protokolle", "logoFile": "granola.svg", "logoEinzug": 0.78 }, { "slug": "jamie", "category": "tool", "name": "Jamie", "teaser": "Jamie is a German AI meeting assistant that transcribes meetings locally on the device and turns them into structured, GDPR-compliant notes without a bot joining the call.", "domaene": "Meetings & Protokolle", "logoFile": "jamie.png", "logoEinzug": 1 }, { "slug": "meetily", "category": "tool", "name": "Meetily", "teaser": "Meetily is a privacy focused, open source AI meeting assistant that transcribes and summarizes meetings entirely on your own device instead of the cloud.", "domaene": "Meetings & Protokolle", "logoFile": "meetily.png", "logoEinzug": 0.78 }, { "slug": "muesli", "category": "tool", "name": "Muesli", "teaser": "Open source macOS app for local dictation and bot-free meeting transcription, running speech recognition entirely on Apple Silicon instead of in the cloud.", "domaene": "Meetings & Protokolle", "logoFile": "muesli.png", "logoEinzug": 1 }, { "slug": "tldv", "category": "tool", "name": "tldv", "teaser": "tldv is an AI meeting assistant that records Zoom, Meet and Teams calls, turns them into transcripts, summaries and highlight clips, and pushes the results into over 500 CRM and collaboration tools.", "domaene": "Meetings & Protokolle", "logoFile": "tldv.png", "logoEinzug": 1 } ] }