Exec Weekly Agenda Generator

Weekly Leadership Agenda Generator

Surface the highest-value topics from the past week for the weekly leadership team meeting. The goal is to replace memory-based prep with a systematic sweep of every signal source, so nothing falls through the cracks.

This is not a meeting-minutes generator or a status report. It is a decision-and-discussion agenda optimized for:

• topics that need the full leadership team (not 1:1s)
• items that are specific and traceable to this week's activity
• forced ranking so the meeting stays tight

Setup

Fill in once (or let the agent ask):

• [LEADERSHIP TEAM] — a roster of who's in the room and the domain each owns (e.g., "Alex — Product/Eng, Sam — Revenue, Priya — People, Jordan — Finance"). Used to tag which domains each topic touches and to route single-domain items to 1:1s.
• [MEETING NOTES TOOL] — where meeting notes/transcripts live (Granola, Fathom, Otter, Fireflies, etc.)
• [EMAIL] — your sent-mail, as a signal source
• [CHAT] — your team chat (Slack, Teams), as a signal source
• [AI CHAT HISTORY] (optional) — transcripts of your own AI/agent sessions from the week, if you keep them. Often where the deepest thinking happens.

The skill degrades gracefully: if a source isn't available, flag it and keep going with the rest.

When to Use

• The evening before or the morning of the weekly leadership meeting
• When the user says "prep for the leadership meeting," "what should I raise," "build the agenda," or "prep me for Monday"

Workflow

Copy this checklist and work through it:

Weekly Leadership Agenda Progress
- [ ] Step 1: Find last week's leadership meeting notes
- [ ] Step 2: Pull meetings from the past week
- [ ] Step 3: Pull sent email from the past week
- [ ] Step 4: Pull chat activity from the past week
- [ ] Step 5: Scan AI chat history from the past week (optional)
- [ ] Step 6: Extract candidate topics from all sources
- [ ] Step 7: Filter, score, and rank the top 5-10 topics
- [ ] Step 8: Format and present the agenda

Step 1: Find Last Week's Leadership Meeting Notes

From [MEETING NOTES TOOL], find the most recent prior leadership meeting. Extract:

• Decisions made — done; don't re-raise unless implementation stalled
• Action items assigned — carry-forward candidates
• Open threads — discussions that ended without resolution or were deferred
• Topics tabled — anything punted due to time

Label all carry-forward items clearly in the final output. They get automatic inclusion in the candidate list.

Step 2: Pull Meetings From the Past Week

Pull summaries for the week's meetings. For meetings with leadership-relevant signal, go into the transcript for detail.

Look for:

• Decisions that need leadership ratification or awareness
• Cross-functional issues that surfaced in multiple meetings
• Blockers or risks that require leadership intervention
• Strategic shifts or new information that changes priorities
• Alignment gaps (disagreements, unclear ownership, competing priorities)
• Personnel or org issues that need leadership awareness
• Wins worth celebrating

Skip: routine 1:1 status updates, scheduling logistics, single-domain topics already handled.

Step 3: Pull Sent Email

Scan sent mail from the past 7 days. Look for:

• Emails escalating or flagging an issue to multiple leaders
• External communications leadership should know about (board, investors, key customers, press)
• Strategic decisions communicated that need broader alignment
• Replies signaling a change in direction or priority

Skip: scheduling, short acknowledgments, routine approvals.

Step 4: Pull Chat Activity

Fetch recent messages the user sent or participated in. Focus on substantive threads, not reactions or one-liners.

Look for:

• Cross-functional debates or escalations
• Threads where the user weighed in on a product, strategy, or org question
• Threads involving multiple leaders (strong signal for full-team relevance)
• Urgent issues raised in chat that lack a clear owner or resolution
• FYI-level updates the leadership group should be aware of

Skip: social channels, short acknowledgments, HR/legal-sensitive threads.

Step 5: Scan AI Chat History (Optional)

If the user keeps transcripts of their AI/agent sessions, scan the last 7 days for:

• Strategic analysis or decision-framing the user worked through
• Data pulls or analyses that revealed something leadership should see
• Issues the user spent significant time on (time invested = importance signal)
• Hiring, org design, or people topics processed

This is often where the deepest thinking happens. Mine it carefully.

Step 6: Extract Candidate Topics

Cast a wide net. For each source, pull out anything that could be a leadership topic. Capture:

• The raw issue or signal
• Which source(s) it came from
• Which domain(s) it touches (map against [LEADERSHIP TEAM])
• Whether it's a carry-forward from last week

Aim for 15-25 raw candidates before filtering.

Step 7: Filter, Score, and Rank

Filter First

Remove any topic that:

• Only involves one leader's domain and can be handled in a 1:1. Not worth full-team time.
• Is generic or standing (e.g., "review metrics"). Every topic must trace to something specific that happened this week.
• Is already resolved. Don't re-raise a made-and-communicated decision unless implementation is off track.
• Is HR/legal-sensitive and shouldn't go to the full group. Flag separately for offline handling.

Score Remaining Topics (1-5 each)

• Cross-functional reach: How many domains does this touch? 2+ domains score highest.
• Urgency: Is there a deadline? Topics with deadlines in the next few days get a 5 and a deadline marker.
• Impact: How much does this matter for direction, revenue, product, or team? Strategic and customer-impacting issues score highest.
• Unresolved tension: Active disagreement, unclear ownership, competing priorities? These are the highest-leverage topics because only the full team can resolve them.

Composite = reach + urgency + impact + unresolved tension.

Rank and Cut

• Keep the top 5-10.
• If more than 10 survive, force-rank and cut.
• Still-open carry-forwards from last week get automatic inclusion (but are still ranked).
• Cross-cutting signals (topics that appeared in 2+ separate conversations) get a ranking boost.

Step 8: Format and Present

# Weekly Leadership Agenda — [date]

Sources scanned:
- [X] meetings reviewed
- [X] sent emails scanned
- [X] chat threads reviewed
- [X] AI chat sessions scanned
- Last week's meeting: [found/not found], [X] carry-forwards identified

---

## 1. [Topic Title]

**Treatment:** discuss | inform | decide | follow-up
**Involves:** [Leader name(s) / domain(s)]
**Source(s):** [Meeting name, chat thread, email, transcript — be specific]
[CARRY-FORWARD] — if from last week
[DEADLINE: date] — if time-sensitive
[CROSS-CUTTING] — if surfaced in 2+ conversations

**Why it matters / why now:**
[2-3 sentences. Be specific about what changed or what is at risk.]

**Suggested framing:**
[What to say or ask to open the topic. 1-3 sentences in the user's voice.]

---

[Repeat for each topic]

---

## Below the Cut
[Topics that didn't make the top 10, one line each, so the user can override the ranking]

## 1:1 Candidates
[Important but single-domain topics — better handled in a 1:1. List with the relevant leader so they can be routed.]

Treatment Definitions

• discuss: Needs group input. The user opens the topic and facilitates.
• inform: FYI only. Context shared, no discussion unless someone flags a concern.
• decide: Needs a call. The user frames the decision and the team makes it in the meeting.
• follow-up: Checking on a prior commitment. Quick status, not a new discussion.

Guardrails

• No generic standing items. "Review metrics" is not a topic. "Q2 pipeline is tracking 15% below plan and the team disagrees on whether to adjust targets" is a topic.
• No single-domain items in the main list. Route them to 1:1 Candidates.
• Max 10 topics. If you have 12, cut harder. A short agenda with real discussion beats a packed one that becomes a status report.
• Every topic must cite its source. If you can't point to a meeting, thread, email, or transcript, it doesn't belong.
• Carry-forwards and cross-cutting signals are clearly labeled.
• Deadline items are flagged.
• No confidential HR/legal items in the main list.

Edge Cases

• Light week: Still produce 3-5 topics; lean on carry-forwards and chat. A quiet week may itself be worth noting ("no escalations this week — is that good, or are we not hearing about problems?").
• A source is unavailable: Flag it explicitly and proceed with the rest. Don't silently skip.
• No carry-forwards from last week: Note it. Either last week was unusually clean, or notes weren't captured.
• Too many high-priority topics: If 15+ clear the cutoff, group related items into compound topics (e.g., "Q2 revenue risks" combining pipeline + pricing + churn) with sub-bullets.

Anti-Patterns

• Don't generate a status report. This is an agenda for decisions and discussion.
• Don't include already-resolved topics unless implementation is stalled or the resolution needs ratification.
• Don't pad the list to hit 10. Five strong topics beat ten mediocre ones.
• Don't skip a source silently — flag it and explain.
• Don't invent topics. Every item must trace to a real signal from the week.
• Don't include detailed minutes or long summaries. Keep each topic tight: title, why, framing, who, source.

Source & license

This open-source skill is cataloged on AgentStack and links to its original source — we do not rehost the code.

• Author: zapier
• Source: zapier/wade-skills
• License: MIT

Install and usage instructions live in the source repository linked above.