A Free System for Meetings You Will Actually Remember
27 lug 2026
Most of us sit in too many meetings and remember too little. I built a system for that. And today I am giving it away for free.
I have been there. Back to back calls, nodding along, leaving with a vague sense of what was decided and a list of follow ups nobody wrote down.
It is the exact way I prepare for meetings that matter, stay present in the room, and follow up so nothing falls through the cracks. Free tools. Public information. Twenty minutes of your time.
Here is how it works:
→ Before: let AI gather what is already public so you walk in informed, not winging it
→ During: transcribe with consent, then put the pen down and actually listen
→ After: turn the transcript into decisions, a clean follow up, and the things you missed in the moment
Inside the guide you will find seven prompts you can copy and paste straight away, a NotebookLM walkthrough with screenshots, the one sentence I use to ask for consent in the room, and a one page cheat sheet to keep on your screen.
I first shared this live at Anna Stando’s AI For The Real World webinar. Enough people asked for the notes that I turned it into a proper guide.
Free. Just the system I actually use. Link to download: https://thechangerepublic.com/free-resources#my-ai-meeting-system
Which meeting this week is worth twenty minutes of real preparation?
Why presence in the room is a leadership skill, not a personality trait
The system behind this guide came out of a simple frustration. I was good at showing up. I was not always good at remembering what happened after I left. That gap is not about intelligence or care. It is about not having a structure to catch what a meeting produces.
I see this constantly in coaching senior leaders.
→ The ones who seem naturally on top of everything usually have a system, not a superpower.
→ The ones who feel scattered are often just missing the after step: turning a transcript or a page of notes into decisions someone owns. Meetings do not fail in the room nearly as often as they fail in the thirty minutes after, when nobody wrote anything down.
Using AI for the before and after work is not about replacing your judgment in the room. It is the opposite. It frees you to actually listen while you are there, because the research and the follow up are already handled. That is the same principle behind my Private AI Advisory work: let AI carry the preparation and the paperwork, and keep the parts that need a human, the listening, the reading of the room, the decision, for yourself.
This connects to something I keep coming back to with the leaders I coach: building a culture where people trust that decisions made in a meeting actually get followed through. I wrote more about that in what is a coaching culture and why organisations need one.