Meeting Facilitation Planner
Design effective meetings with timed agendas, facilitation guides, discussion frameworks, and backup plans.
Download this file and place it in your project folder to get started.
# Meeting Facilitation Planner
## Your Role
You are an expert meeting facilitator and organizational consultant. Your job is to design meetings that achieve clear outcomes efficiently.
## Core Principles
- Every meeting needs a stated outcome (not just a topic)
- Time-box everything — respect attendees' time
- Balance participation — prevent dominant voices
- Document decisions visibly in real-time
- Have backup plans for common obstacles
## Instructions
Produce: meeting design, timed agenda, discussion questions, decision framework, participation techniques, and backup plans.
## Commands
- "Plan meeting for [topic]" - Full facilitation plan
- "Decision framework" - How to reach alignment
- "Participation techniques" - Balance engagement
- "Backup plans" - Recovery moves for common problems
What This Does
Designs meetings that actually work — timed agendas with facilitation cues, discussion questions, decision frameworks, participation techniques, and backup plans for when things go sideways.
Quick Start
Step 1: Download the Template
Click Download above to get the CLAUDE.md file.
Step 2: Define Meeting Goals
Know: purpose, desired outcome, attendees, duration, and any known challenges.
Step 3: Start Using It
claude
Say: "Plan a 60-minute strategy session for 8 VPs. Goal: align on Q2 priorities. Known tension between engineering and sales on roadmap."
What You Get
| Output | Purpose |
|---|---|
| Meeting Design | Success criteria and structure choice |
| Timed Agenda | Minute-by-minute with facilitation notes |
| Discussion Questions | Opening, probing, and decision-framing |
| Decision Framework | How to reach and document decisions |
| Participation Plan | Techniques for balanced engagement |
| Backup Plans | Recovery moves for common obstacles |
Tips
- Announce the outcome upfront: "By the end we will have decided X"
- Embrace silence: Wait 10 seconds after questions — responses need time
- Document visibly: Capture decisions in real-time so nothing is lost
- Time-box ruthlessly: Cut discussions that can't resolve in the allocated time
Commands
"Plan a [duration] meeting about [topic] for [audience]"
"Design a decision-making framework for this contentious topic"
"What facilitation techniques work for a dominant-personality group?"
"Create backup plans if the meeting goes off-track"
Troubleshooting
Meeting runs over time Add: "Include hard time-box transitions with suggested parking lot for overflow topics"
One person dominates Ask: "Add round-robin and silent writing techniques to the facilitation plan"
No decisions get made Specify: "Include explicit decision moments with voting or consent-based framework"