The AI Meeting System I Use to Actually Get Things Done
16 Jun 2026
Most of us sit in too many meetings and remember too little. I built a system for that.
Here is the simple system I use for the meetings that actually matter.
Before the meeting:
→ Use the research function in your AI tool, not the normal chat window. Stick to publicly available data only.
→ Let a notebook tool summarize what would take hours to read.
→ Turn it into a short podcast with NotebookLM and listen while you walk / commute / cook, whatever. Preparation that fits into your day.
During the meeting:
→ Transcribe, with consent and within the law.
→ Then stop touching the keyboard and actually listen.
After the meeting:
→ Ask AI one question I never skip: what was agreed, and who does what? Claude Code is my best buddy to keep me accountable.
→ Execute your action list and follow up, fully personalized to whoever you met with.
Go prepared. Stay present. Follow up properly.
I shared this live yesterday at a webinar, using one real client meeting, fully anonymized, as the example. Read more about it in my newsletter, subscribe here. And follow the amazing Anna Stando and her webinar series AI For The Real World.
How do you make sure things actually get done after a meeting?
Want to think through what AI means for your own leadership? My Private AI Advisory is here.
How AI changes the meetings that actually matter
In the AI advisory work I do with senior teams, meetings are where most of the wasted time hides. Not because people meet too much, although they often do, but because the thinking happens in the wrong places. People prepare in a rush, perform in the room, and let the follow-up quietly disappear.
Three shifts make the biggest difference.
→ Move the heavy reading before the meeting, and let AI carry it. A research summary or a short audio version of a long document means you walk in informed instead of skimming the agenda in the first five minutes.
→ Protect your attention during the meeting. Once a transcript is running, with consent, you can stop typing and actually listen. The judgment in the room stays human. AI just holds the record.
→ Close the loop after the meeting. One question, what was agreed and who does what, turns an hour of talk into a list someone owns. This is the step most people skip, and it is the one that decides whether the meeting mattered.
None of this replaces the human work. It protects it. AI takes the preparation and the admin so your attention is free for the part only you can do, reading the room and making the call.
If this resonates and you want a practical guide you can use, I have a free AI Tools and Tips Guide with the AI tools I actually use as a coach and leader, and the workflows around them. Leave your email here and I will send it over: https://www.thechangerepublic.com/free-resources