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No more unprepared meetings, ever.

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Meeting brief for

Monday team meeting

  • 01 Purpose

  • 02 Desired outcome

  • 03 Where we are

  • 04 Ways forward

    1. A
    2. B
    3. C
    4. D
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Why

Unprepared meetings are a culture problem, not a time problem.

Mon10:00

Example · Team meeting · 60 min

Do we move the launch, or cut features?

Before the meeting

Nothing. Everyone walks in cold.

  • Brief read · 5 of 7
  • 5 reactions, each with a reason
  • Every reaction answered

In the meeting

Nothing decided

15 minCatch-up
35 minLoudest voice
10 minNext week
10:0010:1510:3010:4511:00

And the quiet ones send their view afterwards, when it no longer counts.

One brief holds the meeting together.

From the moment a meeting is planned to the moment it starts.

  1. 1
    BK

    Gate 1 · you are Bram Koster, the brief owner

    Right after it is planned

    The owner sets up the brief.

    Nobody starts from a blank page. Our framework guides the meeting owner through an established process to a sharp brief. The owner answers by voice or text, and VoiceHubs drafts it section by section.

    The brief, drafting

    • 1Purpose

    • 2Desired outcome

    • 3Where we are

    • 4Ways forward

  2. 2
    MV

    Gate 2 · you are Marc de Vries, an attendee

    In the days before

    Everyone reads it, and weighs in.

    The brief goes to everyone invited. Where they agree, disagree or have an idea, they say so on that exact line, before the meeting.

    The brief · 04 Ways forward

    5 of 7 have read it

    1. 1.Move the launch two weeks and keep everything in.

    2. 2.Cut the reporting feature and ship it in December.

    3. 3.Launch as a beta for existing customers first.3 reactions

      • MarcIdea

        A beta buys us the week of testing we haven't counted.

        ✦ Digging deeper: Why does that week matter?

        Marc: Without it we ship reporting untested to every customer at once.

    4. 4.Bring in a freelancer to catch up.

    Plus 2 more reactions on Purpose and Desired outcome.

  3. 3
    BK

    Gate 3 · you are Bram Koster, the brief owner

    Before it starts

    The owner finalises it.

    Every reaction gets an answer. The final brief is ready before the meeting begins, and the meeting starts on what is still open.

    Marc said

    A beta buys us the week of testing we haven't counted.

    The owner:Merged in

    Added to 04 Ways forward

    3. Launch as a beta first. It also buys the week of testing.

    Ravi said

    Skip the beta, just move the launch two weeks.

    The owner:Declined

    Left out of the brief

    Ravi gets the owner's note: “Marketing is booked for 1 November, so moving costs more.”

    Sofia said

    Would our customers accept a beta?

    The owner:Open question

    Added as 05 Open questions

    The meeting starts here.

    ReadyAll voices processed. Final brief sent to every attendee.

Meeting starts

The final brief.

One page everyone reads before Monday, or in the first five minutes.

Meeting briefFinal

Monday team meeting

Mon 6 Oct · 10:00 to 10:35 · Owner: Bram Koster

01Purpose

Do we move the launch, or cut features to keep the 1 November date? It turns on the reporting feature. We need to leave the meeting with one decision.

02Desired outcome

One launch plan the whole team backs, with a date marketing can announce. Ines signs the plan off on Friday.

03Where we are

  • The app is two weeks behind, mostly on the reporting feature.
  • Marketing is booked for 1 November and needs a date this week.

04Ways forward

  1. 1.Move the launch two weeks and keep everything in.
  2. 2.Cut the reporting feature and ship it in December.
  3. 3.Launch as a beta for existing customers first. It also buys the week of testing.
  4. 4.Bring in a freelancer to catch up.

05Open questions

Would our customers accept a beta? Sofia

Schedule a demo

A 30-minute walkthrough, with time for your questions.

The rules

No brief, no meeting.

On a company level you decide which meetings need a brief. If the owner has not set it up in time, VoiceHubs reschedules the meeting automatically and tells everyone. Nobody has to chase anyone.

  1. 1

    Qualify your meetings

    Always enforced

    You set which meetings need a brief. One-to-ones and coffees are left alone.

  2. 2

    The brief is set up

    Always enforced

    The owner sets up the brief before a deadline you choose.

    ✓

    Set up in time. It runs, and the preparation begins.

    Not set up. Rescheduled automatically, everyone notified.

  3. 3

    Enough people weighed in

    Optionally enforced

    A share of the attendees you choose, for example 60%, has read the brief and shared their view.

  4. 4

    Every voice is processed

    Optionally enforced

    The owner has processed every voice, so the final brief is ready before the meeting starts.

Start on nudge only if you like, and switch to enforced as the habit grows.

Pricing

Pay per connected calendar.

Connect your calendar and you become the brief owner of every meeting you organise that qualifies. Everyone you invite takes part free, without connecting anything.

calendars

Your price

€312a month

About €3,744 a year · €7.80 per calendar on average

  • The first calendar is always free
  • Everyone invited takes part free, no calendar needed
  • The rate drops as you connect more
Try it out, for free.
More than 1,000 calendars? Pricing is custom.Schedule a demo

Questions

What people ask before they switch it on.

Something missing? Email info@voicehubs.io.

Is this a notetaker?

No. VoiceHubs never records the meeting. It prepares it: the brief is written and discussed before anyone joins the call.

Does a weekly meeting need a brief every week?

Every occurrence that qualifies gets its own brief. You choose which meetings qualify, so a stand-up can stay out while the weekly decision meeting is in.

What happens if the brief is not ready?

If the owner has not set up the brief in time, the meeting is rescheduled automatically and everyone is told. That part is always on. The steps after it, how many people weighed in and whether every input was processed, your company can enforce or keep as a nudge.

Can a manager overrule the rule for one meeting?

The deadlines come from your company's meeting policy, so nobody can loosen them for a single meeting. If the policy needs to change, you change it for everyone.

What if the owner is away?

The owner is the organiser by default, but they can hand the brief to someone else, who then prepares it and answers the comments.

Do attendees need an account?

No. Everyone on the invite can read the brief and weigh in without an account or connecting a calendar, and they never pay.

What about meetings with outside guests?

You decide. Most companies start with internal meetings only and add others once the rule is working.

Which calendars does it work with?

Google Calendar and Outlook.

Where is our data?

Briefs, voice notes and transcripts are stored and processed in the European Economic Area, and they are never used to train anyone's AI models without your written consent. Our processing agreement is public. Read it here.

Change your meeting culture, company-wide.

Schedule a demoTry it for free
Works withGoogle CalendarOutlook