meeting-effectiveness-review

name	meeting-effectiveness-review
enabled	true
description	Use when performing meeting effectiveness review — conducts a review of team meeting practices to identify waste, improve effectiveness, and reclaim productive time. Covers meeting inventory, cost analysis, attendee optimization, agenda quality, decision tracking, and implementation of meeting hygiene practices across the organization.
required_connections	[{"prefix":"calendar","label":"Calendar Platform"}]
config_fields	[{"key":"team_name","label":"Team or Organization Name","required":true,"placeholder":"e.g., Engineering Department"},{"key":"team_size","label":"Team Size","required":true,"placeholder":"e.g., 40 people"},{"key":"review_period","label":"Review Period","required":false,"placeholder":"e.g., last 4 weeks"}]
features	["TEAM_PRODUCTIVITY","MEETINGS","PROCESS"]

Meeting Effectiveness Review

Phase 1: Meeting Inventory

1. Catalog all recurring meetings
   • Meeting name and purpose
   • Frequency and duration
   • Number of attendees
   • Organizer and owner
   • Whether it has an agenda
   • Whether it produces action items
2. Calculate meeting load per person
3. Identify meeting-free blocks availability

Meeting Inventory

Meeting	Frequency	Duration	Attendees	Has Agenda	Has Actions	Cost/Year
	weekly	min		Yes/No	Yes/No	$

Phase 2: Meeting Cost Analysis

1. Calculate meeting costs (attendee hours * avg hourly rate)
2. Identify most expensive meetings
3. Calculate total meeting hours per person per week
4. Compare meeting time vs. focus time ratio

Team Meeting Load

Metric	Current	Target	Status
Avg meeting hours/person/week	hrs	< 12 hrs
Meeting-free blocks/week		> 3 (2hr+)
Recurring meetings count		<
Total annual meeting cost	$	$
Focus time ratio	%	> 50%

Phase 3: Effectiveness Assessment

1. Evaluate each meeting against effectiveness criteria
   • Clear purpose and desired outcome defined
   • Agenda shared in advance
   • Right attendees (decision makers, contributors, informed)
   • Starts and ends on time
   • Action items captured with owners and deadlines
   • Follow-up on previous action items
   • Could be replaced by async communication
2. Survey participants on meeting value

Meeting Effectiveness Scorecard

Meeting	Purpose Clear	Agenda	Right People	On Time	Actions	Value Score (1-5)	Recommendation
	[ ]	[ ]	[ ]	[ ]	[ ]		Keep/Improve/Cut

Phase 4: Decision Matrix for Each Meeting

Recommendation Categories

Category	Criteria	Action
Keep as-is	High value, well-run, right people	No changes needed
Optimize	Valuable purpose but poor execution	Fix agenda, attendees, duration
Reduce	Too frequent for content generated	Reduce frequency or duration
Merge	Overlapping purpose with another meeting	Combine into single meeting
Replace	Could be async (status updates, FYI)	Move to Slack/email/doc
Eliminate	No clear purpose, low attendance value	Cancel the meeting

Recommendations Summary

Action	Meeting Count	Hours Saved/Week	Annual Cost Saved
Keep		0	$0
Optimize		hrs	$
Reduce		hrs	$
Merge		hrs	$
Replace with async		hrs	$
Eliminate		hrs	$
Total		hrs	$

Phase 5: Meeting Hygiene Standards

1. Establish meeting best practices
   • All meetings must have a purpose statement
   • Agenda required 24 hours before meeting
   • Default to 25min or 50min (not 30/60) for transition time
   • Attendance is optional unless marked required
   • No-agenda-no-meeting policy
   • Meeting-free days or blocks (e.g., no meetings Wednesday)
   • Action items documented within 24 hours
   • Quarterly meeting audit to prune calendar
2. Communicate standards to all teams

Phase 6: Implementation & Tracking

1. Execute meeting changes
   • Cancel eliminated meetings
   • Reduce frequency of identified meetings
   • Merge overlapping meetings
   • Set up async alternatives for replaced meetings
   • Publish meeting hygiene guidelines
2. Track improvements over time

Counter-Rationalizations

Shortcut	Counter	Why
"We can skip some steps for this case"	Adapt the workflow steps, don't skip them	Skipped steps are where incidents and oversights originate
"The user seems to already know what to do"	Complete all workflow phases with the user	The workflow catches blind spots that experience alone misses
"This is a minor case, full process is overkill"	Scale the process down, don't turn it off	Minor cases become major when unstructured; the process scales, not disappears
"I'll fill in the details later"	Complete each section before moving on	Deferred details are forgotten; real-time capture is more accurate
"The template output isn't necessary"	Always produce the structured output format	Structured output enables comparison, audit trails, and handoff to other teams

Output Format

• Meeting Inventory: Complete catalog with cost analysis
• Effectiveness Scores: Per-meeting evaluation results
• Recommendations: Categorized actions per meeting
• Meeting Guidelines: Published best practices document
• Impact Report: Hours and costs saved

Action Items

• Complete meeting inventory and cost analysis
• Score each meeting for effectiveness
• Apply decision matrix and generate recommendations
• Get team agreement on meetings to change
• Implement changes (cancel, reduce, merge, async)
• Publish meeting hygiene standards
• Schedule quarterly meeting audit