Creating Your AI-Powered Virtual Boardroom #S12E4

ChatGPT Masterclass - AI Skills for Business Success

This is Season 12, Episode 4 of the ChatGPT Masterclass: AI Skills for Business Success.

In the last episode, we set up a virtual AI-powered boardroom to assist in decision-making. Today, we’re going a step further—streamlining strategy meeting preparation using AI and a dedicated custom GPT.

Strategy meetings often take too much time because people spend the first half of the meeting recapping previous discussions, brainstorming from scratch, or looking for missing information. AI can solve this by preparing meeting summaries, generating key discussion points, and keeping track of follow-ups—all automatically.

By the end of this episode, you’ll know how to use AI to automate strategy meeting preparation, track key decisions, and follow up effectively. You’ll also learn how to create a custom GPT to streamline this entire process, making strategy execution easier and more efficient.

Step 1: Set Up a Custom GPT for Strategy Meeting Preparation

Instead of using AI manually for each task, you can create a dedicated custom GPT designed specifically for strategy meetings. This custom AI will:

• Keep track of past strategy meetings and key decisions.
• Generate structured meeting summaries automatically.
• Prepare an agenda based on unresolved topics and new strategic priorities.
• Suggest key discussion points based on industry trends and business performance.

Here’s how to create your Strategy Meeting GPT:

1. Go to OpenAI’s Custom GPT settings.
2. Define its role in the custom instructions section. Use this:
   "You are a business strategy assistant designed to streamline meeting preparation, track strategic decisions, and suggest new discussion points. Always generate structured meeting summaries, highlight unresolved topics, and propose action items for follow-up."
3. Provide background information about your business. Copy-paste:
   • Your company’s mission and core business strategy.
   • Recent meeting transcripts or summaries.
   • Key strategic focus areas and long-term goals.

Now, every time you interact with this custom GPT, it will remember past meetings and align its recommendations with your strategic direction.

Step 2: Use AI to Generate Meeting Summaries Automatically

Instead of wasting time summarizing past discussions, AI can do it for you.

Ask your Strategy Meeting GPT:

"Summarize the last strategy meeting. Highlight key decisions, unresolved issues, and action points assigned to each team member. Format it as a structured pre-meeting brief."

If you don’t have a transcript, you can provide bullet points or rough notes, and AI will still generate a structured summary.

This ensures that everyone comes into the meeting prepared rather than needing a long recap session.

Step 3: Generate an AI-Powered Meeting Agenda

Once past discussions are summarized, AI can automatically create an agenda for the next meeting.

Try this:

"Based on our last meeting, generate a structured agenda for our upcoming strategy session. Prioritize unresolved issues and add any new strategic decisions we need to make. Format it in a way that keeps the discussion efficient."

If you want to incorporate market trends into the agenda, add this:

"Include any emerging industry trends or business risks we should discuss based on recent developments in our field."

This keeps your meetings focused on strategic action rather than repeating old discussions.

Step 4: Use AI to Prepare Decision Scenarios in Advance

Every strategy meeting involves making big decisions. AI can prepare multiple scenarios in advance so leaders can evaluate choices more efficiently.

Ask your custom GPT:

"We need to decide whether to expand into a new market. Provide a structured analysis covering financial impact, risks, potential growth opportunities, and operational challenges. Suggest three alternative approaches and their pros and cons."

Now, instead of spending the entire meeting gathering information, you can go straight to decision-making.

Step 5: Automate Meeting Follow-Ups with AI

AI can also track action items and send automated follow-ups so that no decision gets lost.

Try this prompt:

"Summarize key action items from our strategy meeting. Assign responsibilities to each team member, suggest realistic deadlines, and generate a follow-up report for the next meeting."

This ensures accountability and makes sure that important tasks don’t fall through the cracks.

Pro Tips and Common Mistakes

✔ Pro Tip: Keep AI Context Updated
At least once a quarter, update your custom GPT with:

• Recent strategy meeting transcripts.
• New business priorities.
• Shifts in industry trends.

This keeps the AI’s recommendations aligned with your latest business goals.

❌ Common Mistake: Using AI Without Strategic Direction
AI can provide valuable insights, but it needs clear direction. Instead of just asking “What should we discuss in our next strategy meeting?”, be more specific:

"Based on our current strategic priorities, what are the three most critical issues we should discuss next? Prioritize based on potential revenue impact and risk level."

This ensures AI-generated agendas and recommendations align with real business needs.

Practical Takeaway

Your challenge for today:

1. Set up a Strategy Meeting GPT using the instructions from this episode.
2. Ask it to summarize your last strategy meeting and create an agenda for the next one.
3. Use AI to generate a decision-making scenario for an upcoming strategic choice.
4. Ask AI to create a structured follow-up report with assigned action items.

By implementing these steps, your strategy meetings will become shorter, more efficient, and focused on action rather than discussion.

Call-to-Action

If you found this useful, subscribe to the podcast so you don’t miss the next episode, where we’ll explore how to use AI to simulate business decisions and perform risk analysis.

AI isn’t just for automation—it’s for making smarter, faster, and better-informed strategic decisions. Start using it today.

See you in the next episode!