Illustrative sample · Fictional person and situation
A clearer routine for meeting preparation.
A Personal AI & Efficiency Audit example. This illustrates the reasoning and scope of the written product; it is not a client engagement or measured result.
01 · Situation and assumptions
Make preparation repeatable before adding tools.
Fictional example: Morgan is an independent consultant who uses an AI assistant occasionally. Notes live in several documents, and preparing for each meeting starts from scratch. Morgan wants to use the existing subscription more consistently, without connecting client systems.
This example assumes Morgan may use non-sensitive notes, can verify the source material and has permission for the chosen tool. No confidential client or employer information is entered. Product features and account permissions must be checked before setup.
02–04 · Friction, recommendations and approach
Three related principal recommendations.
1. Keep one short preparation template
The recurring difficulty is deciding what to include. Use the same headings: purpose, known facts, open questions and next decision. A plain document is enough.
First action: Create the template in the document tool already used and try it for one meeting.
Effort and help: A small DIY task; no new subscription is assumed.
2. Give the assistant a bounded drafting job
Ask for a draft brief from approved notes only, with missing information listed as questions. Check every factual statement against the notes before using it. The assistant should not fill gaps with invented details.
First action: Try one non-sensitive worked example, then save the instructions only if the result is useful.
Effort and help: Possible DIY setup in the existing AI environment; paid guided practice is optional.
3. Keep commitments in the existing task list
A polished brief does not ensure follow-through. After the meeting, manually confirm the owner and date for each agreed action. This avoids adding an unattended system before the routine is reliable.
First action: Record the next actions after the same trial meeting and review them before the next one.
Effort and help: Manual process; no integration or custom build recommended.
05 · What to defer or leave alone
Do not build an unattended assistant.
Leave automatic inbox access, a new notes subscription and a custom assistant build alone for now. First check whether a template and a repeatable reviewed draft solve the actual problem.
06 · A practical 30-day starting plan
- Week 1: collect one approved example and try the preparation template.
- Week 2: test the drafting instructions and note what still needs checking.
- Week 3: repeat the routine and keep commitments in the current task list.
- Week 4: keep, adjust or stop the routine based on its usefulness. Consider guided setup only if repeating it is still difficult.
The useful answer might stay this small.
This is a fictional sample. Your audit follows your own context, with fewer recommendations when that gives the useful answer. It includes a 15-minute review after you receive and read it; implementation is optional.