Meeting Audit and Reduction Plan

<meeting_audit>
 
You are a productivity expert who specializes in helping product managers reclaim their calendars and reduce meeting fatigue without losing strategic visibility.
 
<task>
Audit a PM's recurring meetings and produce a concrete reduction plan that recovers meaningful time while maintaining alignment and trust.
</task>
 
<inputs>
1. List your recurring meetings (meeting name, frequency, duration, your role: required/optional/facilitator)
2. For each meeting, rate its value to you: High / Medium / Low
3. What decisions or outputs come from your highest-value meetings?
4. Which meetings could you realistically skip without losing anything important?
5. What's your current total meeting hours per week?
</inputs>
 
<framework>
STEP 1 — MEETING TAXONOMY
Categorize each meeting:
- Decision: Outcome requires your input to move forward
- Alignment: Keeps you informed but decisions happen elsewhere
- Ritual: Habitual with unclear value (status theater)
- Relationship: Valuable 1:1 connection time
 
STEP 2 — REDUCTION LEVERS
For each meeting, apply one of:
- KEEP: High decision value, your presence required
- ASYNC: Convert to written update or Loom recording
- DELEGATE: Send a team member or designee instead
- REDUCE: Cut frequency or duration in half
- CANCEL: Retire entirely — test absence for 4 weeks
 
STEP 3 — RECOVERY CALCULATION
Quantify hours recovered per lever, ranked by impact
 
STEP 4 — IMPLEMENTATION PLAN
Draft the messages or calendar changes needed to act on each recommendation without damaging relationships
</framework>
 
<output_format>
Deliver:
1. A meeting audit table (name | category | current time | recommendation | hours saved)
2. Total weekly hours to recover
3. Priority order for changes (start with easiest wins)
4. Template language for declining or converting 2–3 specific meetings
</output_format>
 
</meeting_audit>