--- name: meeting-feedback description: Post-meeting effectiveness feedback and continuous improvement disable-model-invocation: false --- ## Quick Start Tell me: 1. **Which meeting are you rating?** (name, date, and who ran it) 2. **Did it achieve its goal?** (yes/no/partially) 3. **What's the one thing you'd change?** I'll walk you through a structured evaluation, score the meeting across 5 dimensions, check for trends if this is a recurring meeting, and give you specific recommendations. **Shortcut:** `/meeting-feedback [meeting name] -- 3/5, pre-read was late` -- and I'll build the full assessment. --- # Meeting Feedback Skill Evaluate meeting effectiveness and identify improvements. Quick retrospective to make future meetings better. ## When to Use This Skill - Immediately after important meetings (within 10 minutes) - After recurring meetings (to improve cadence) - When a meeting felt unproductive (diagnose what went wrong) - For team retrospectives on meeting culture ## Quick Feedback Use after any meeting: ``` Meeting: [Meeting name] Date: [Date] ⭐ Rating: [1-5 stars] What worked: - [One thing that was effective] What didn't: - [One thing that was wasteful] One change for next time: - [Specific improvement] ``` ## Full Feedback Use after high-stakes or recurring meetings: ### Step 1: Meeting Details ``` Meeting: [Name] Date: [Date] Duration: [Scheduled time] → [Actual time] Attendees: [Number of people] Owner: [Who ran it] ``` ### Step 2: Objectives Assessment ``` ## Did We Achieve the Goal? Original purpose: [What the agenda said] ✅ / ❌ Goal achieved? If no: - What was missing? [Explanation] - What blocked us? [Blocker] ``` ### Step 3: Effectiveness Scoring Rate each dimension (1-5 scale) using these scoring anchors: ``` ## Effectiveness Scores ### 1. Preparation (1-5): ⭐⭐⭐⭐⭐ Scoring anchors: 1 - No agenda shared, attendees didn't know the purpose 2 - Agenda existed but was vague or shared less than 1 hour before 3 - Clear agenda shared day-before, most attendees came prepared 4 - Detailed agenda with pre-reads linked, all attendees prepared 5 - Pre-reads reviewed by all, discussion started at full speed from minute one - Pre-read sent on time? - Attendees came prepared? - Agenda was clear? ### 2. Time Management (1-5): ⭐⭐⭐⭐⭐ Scoring anchors: 1 - Started 10+ min late, ran over by 15+ min, no time for decisions 2 - Started late or ran over, some agenda items skipped 3 - Started roughly on time, mostly followed agenda, ended within 5 min of scheduled 4 - Started on time, all agenda items covered, ended on time 5 - Started on time, agenda covered with time to spare, ended early or used extra time for bonus discussion - Started on time? - Stayed on agenda? - Ended on time? ### 3. Participation (1-5): ⭐⭐⭐⭐⭐ Scoring anchors: 1 - One person talked the entire time, multiple attendees were silent, wrong people in room 2 - Two or three people dominated, several attendees disengaged or multitasking 3 - Most people contributed at least once, some imbalance in airtime 4 - Balanced discussion, facilitator drew out quiet voices, all key perspectives heard 5 - Every attendee contributed meaningfully, active listening evident, diverse perspectives surfaced and built upon - Right people in room? - Everyone contributed? - No one dominated? ### 4. Decisions (1-5): ⭐⭐⭐⭐⭐ Scoring anchors: 1 - No decisions made, unclear who had authority, meeting ended with "let's discuss more" 2 - Decision was vaguely reached but not stated explicitly, rationale unclear 3 - Decision made and stated aloud, decision-maker was clear, but rationale not documented 4 - Decision made with clear rationale, dissent captured, communicated to stakeholders 5 - Decision made using structured process (options evaluated, criteria applied), rationale documented, dissent recorded, communication plan in place - Clear decision-maker? - Decision was made? - Rationale documented? ### 5. Action Items (1-5): ⭐⭐⭐⭐⭐ Scoring anchors: 1 - No action items captured, vague "we should do X" statements, no owners 2 - Some action items noted but missing owners or deadlines 3 - Action items listed with owners, but deadlines vague ("next week" instead of specific dates) 4 - All action items have specific owners and due dates, sent to attendees within 2 hours 5 - Action items with owners, dates, and success criteria; tracked in project management tool; follow-up mechanism confirmed - Clear next steps? - Owners assigned? - Due dates set? **Overall Score:** [Average] / 5 ``` ### Step 4: What Worked ``` ## What Worked Well ✅ [Strength 1] - Why it worked: [Explanation] - Repeat next time: Yes/No ✅ [Strength 2] - Why it worked: [Explanation] - Repeat next time: Yes/No ✅ [Strength 3] - Why it worked: [Explanation] - Repeat next time: Yes/No ``` ### Step 5: What Didn't Work ``` ## What Didn't Work ❌ [Problem 1] - Impact: [How it hurt the meeting] - Root cause: [Why it happened] - Fix for next time: [Specific change] ❌ [Problem 2] - Impact: [How it hurt the meeting] - Root cause: [Why it happened] - Fix for next time: [Specific change] ``` ### Step 6: Meeting Smells Common antipatterns - check for these: ``` ## Meeting Smells (Check all that apply) [ ] **Status report meeting** - People just shared updates (could've been async) - Fix: Send updates in doc, use meeting for decisions [ ] **Too many people** - 10+ attendees, most silent - Fix: Required vs optional attendees, record for others [ ] **Rehashing decisions** - Revisiting previously made choices - Fix: Document decisions, share context better [ ] **No clear owner** - Unclear who was driving the meeting - Fix: Assign meeting owner in agenda [ ] **Presentation, not discussion** - Someone read slides for 30+ minutes - Fix: Send deck as pre-read, meeting for Q&A only [ ] **Meeting to schedule another meeting** - No decision, just agreed to meet again - Fix: Make decision now or cancel [ ] **Hidden agenda** - Real topic emerged mid-meeting - Fix: Be explicit about purpose upfront [ ] **No pre-read** - First 20 min wasted on context-setting - Fix: Send materials 24 hours before [ ] **Action items unclear** - Vague next steps, no owners - Fix: Use action item template with owners + dates ``` ### Step 7: Recommendations ``` ## Recommendations for Next Time ### Must Change 🔴 [Critical fix 1]: [Specific action] 🔴 [Critical fix 2]: [Specific action] ### Should Change 🟡 [Important fix 1]: [Specific action] 🟡 [Important fix 2]: [Specific action] ### Could Change 🟢 [Nice-to-have 1]: [Specific action] ``` ### Step 8: Meeting Continuation Decision ``` ## Should This Meeting Continue? For recurring meetings: ✅ Keep as-is: Meeting is working well 🔄 Keep with changes: Meeting is valuable but needs fixes ⏸️ Pause: Revisit in [X weeks/months] ❌ Cancel: Not providing value, eliminate If keeping: - Frequency: [Current] → [Recommended] - Duration: [Current] → [Recommended] - Attendees: [Add/remove who?] - Format: [What changes to agenda/structure?] ``` ## Output Format ```markdown # Meeting Feedback: [Meeting Name] **Date:** [Date] | **Duration:** [X min] | **Attendees:** [Count] --- ## Overall Assessment **Rating:** ⭐⭐⭐⭐ (4/5) **Goal achieved?** ✅ Yes / ❌ No --- ## Effectiveness Breakdown | Dimension | Score | Notes | | --------------- | ---------- | --------------------- | | Preparation | ⭐⭐⭐ | Pre-read sent late | | Time Management | ⭐⭐⭐⭐⭐ | Started/ended on time | | Participation | ⭐⭐⭐⭐ | Good discussion | | Decisions | ⭐⭐⭐ | Decision unclear | | Action Items | ⭐⭐⭐⭐⭐ | Clear owners | **Overall:** 4.0 / 5 --- ## What Worked ✅ **[Strength 1]** - [Why it worked] ✅ **[Strength 2]** - [Why it worked] --- ## What Didn't Work ❌ **[Problem 1]** - Impact: [Consequence] - Fix: [Specific change] ❌ **[Problem 2]** - Impact: [Consequence] - Fix: [Specific change] --- ## Meeting Smells Detected - [ ] Status report meeting - [x] Too many people (12 attendees, 5 silent) - [ ] Rehashing decisions - [x] No pre-read sent --- ## Recommendations ### Must Change 🔴 Send pre-read 24 hours before (not day-of) 🔴 Reduce attendees to 6-7 (make others optional) ### Should Change 🟡 Add explicit decision-maker to agenda ### Could Change 🟢 Try 45-minute slot instead of 60 --- ## Meeting Continuation **Decision:** 🔄 Keep with changes **Changes to implement:** - Frequency: Weekly → Biweekly - Pre-read requirement: Mandatory - Attendee list: Cut from 12 to 7 **Next review:** [Date in 1 month] ``` ### When to Trigger a Team Retro **Automatic trigger:** Suggest a team meeting retrospective when ANY of these conditions are met: - 3+ meetings scored below 3.0 on the same dimension within 30 days - Same "meeting smell" detected in 3+ consecutive meetings of the same type - Action items from meetings are consistently not completed (tracked via /meeting-cleanup) - A stakeholder gives feedback that meetings are unproductive **How to connect:** "Based on the last month of meeting feedback, [Dimension X] has scored below 3.0 in [N] meetings. This suggests a systemic issue rather than a one-off problem. Want to run a team retrospective focused on improving [Dimension X]?" This turns the retro section from a standalone module into a natural escalation from individual meeting feedback. --- ## Team Retrospective Format For team-wide meeting culture assessment: ```markdown # Team Meeting Retrospective **Period:** [Last month/quarter] **Meetings evaluated:** [Count] **Total time spent:** [Hours] --- ## Meeting Inventory | Meeting | Frequency | Duration | Attendees | Avg Rating | Keep? | | ----------- | --------- | -------- | --------- | ---------- | ----- | | [Meeting 1] | Weekly | 60 min | 8 | ⭐⭐⭐⭐ | ✅ | | [Meeting 2] | Daily | 15 min | 5 | ⭐⭐⭐ | 🔄 | | [Meeting 3] | Monthly | 120 min | 15 | ⭐⭐ | ❌ | --- ## Time Analysis **Total meeting time:** [X hours/week] - Valuable meetings: [Y hours] ([Z%]) - Low-value meetings: [A hours] ([B%]) **Goal:** Reduce low-value meeting time by 50% --- ## Common Issues Across Meetings 1. **[Issue 1]** - Seen in [X/Y meetings] - Fix: [Team-wide change] 2. **[Issue 2]** - Seen in [X/Y meetings] - Fix: [Team-wide change] --- ## Team Meeting Norms Based on feedback, we're establishing: **Preparation:** - [ ] Pre-reads sent 24 hours before - [ ] Attendees review materials before joining - [ ] Can decline if unprepared **Execution:** - [ ] Start/end on time (no grace period) - [ ] 25/50-minute slots (not 30/60) - [ ] Notetaker rotates - [ ] Decisions documented in real-time **Follow-up:** - [ ] Action items sent within 2 hours - [ ] Owners confirm receipt - [ ] Next meeting reviews action item progress --- ## Meetings to Experiment With **Cancel for 1 month:** - [Meeting X] - Let's try async updates instead **Change format:** - [Meeting Y] - Move from weekly 60min to biweekly 30min **New meeting to trial:** - [Meeting Z] - Monthly deep dive on [topic] **Review date:** [One month from now] ``` ## Meeting Cost Calculator Help teams visualize waste: ``` Meeting: [Name] Frequency: [Weekly/Monthly/etc.] Attendees & Costs: - [Name 1]: $150/hr × 1hr = $150 - [Name 2]: $125/hr × 1hr = $125 - [Name 3]: $100/hr × 1hr = $100 [...] **Per-meeting cost:** $800 **Annual cost:** $800 × 52 weeks = $41,600 **Question:** Is this meeting worth $41K/year? If not, what changes would justify the cost? ``` ## Pro Tips 1. **Rate immediately:** Memory fades fast 2. **Be specific:** "Meeting ran long" → "Started 10 min late, no time for decisions" 3. **Celebrate good meetings:** Positive reinforcement works 4. **Track trends:** One bad meeting is data, three is a pattern 5. **Share feedback:** Don't keep it private, send to meeting owner 6. **Act on insights:** Feedback without action is pointless 7. **Review quarterly:** Look at meeting portfolio, not just individual meetings ## Common Mistakes to Avoid ❌ Generic feedback ("meeting was fine") ✅ Specific observations ("pre-read sent day-of, not 24hr before") ❌ Blaming people ("John talked too much") ✅ Blaming process ("No facilitator to manage airtime") ❌ Collecting feedback, never acting ✅ Implement top 1-2 fixes for next meeting ❌ Only noting problems ✅ Also capture what worked well (repeat it) ## Integration with Other Skills **Before meeting:** - `/meeting-agenda` - Create structured agenda **After meeting:** - `/meeting-notes` - Document decisions and action items - `/meeting-cleanup` - Batch process day's meetings **Recurring use:** - Run meeting-feedback monthly on recurring meetings - Team retrospective quarterly on meeting culture ## Quick Questions for Any Meeting After any meeting, ask yourself: 1. **Value:** Was this worth [cost in time/money]? 2. **Async:** Could this have been an email/doc? 3. **Attendees:** Did everyone need to be there? 4. **Outcome:** Did we make a decision or just talk? 5. **Next time:** One change that would make this 20% better? --- ## Trend Tracking After scoring, check `thoughts/shared/product/meeting-notes/` and previous feedback files for the same recurring meeting. If previous feedback exists, show a trend: ``` ## Meeting Effectiveness Trend: [Meeting Name] Last 3 ratings: 3.0 -> 3.5 -> 4.0 (improving) Dimension trends: | Dimension | 3 Weeks Ago | 2 Weeks Ago | This Week | Trend | |-----------------|-------------|-------------|-----------|------------| | Preparation | 2 | 3 | 4 | Improving | | Time Management | 4 | 4 | 4 | Stable | | Participation | 3 | 3 | 3 | Stagnant | | Decisions | 3 | 4 | 4 | Improved | | Action Items | 3 | 3 | 5 | Improving | Key insight: Preparation has improved since we started sending pre-reads 24hr before. Attention needed: Participation has been flat at 3 for three weeks -- consider assigning a facilitator or using round-robin format. ``` If no previous feedback exists, note: "This is the first feedback for this meeting. Future ratings will show trends." Save feedback files with consistent naming: `thoughts/shared/product/meeting-notes/feedback-[meeting-name]-[date].md` to enable trend tracking. --- ## Feedback Delivery Guidance How to share meeting feedback constructively: **For meetings you organized:** - Share feedback openly with attendees - Frame it as: "Here's how I'm planning to improve our next session based on what I observed" - Commit to specific changes and ask for input **For meetings others organized:** - Frame as: "I noticed [specific observation] -- would you be open to trying [specific change]? I think it could help us [benefit]." - Lead with what worked well before suggesting changes - Never share raw scores without context or explanation - Offer to help implement changes (e.g., "I can send pre-reads next time if that helps") **For team-wide patterns:** - Aggregate feedback across meetings before raising systemic issues - Present data: "Over the last month, 4 of our 6 recurring meetings scored below 3 on Preparation" - Propose a team norm rather than calling out individuals **What NOT to do:** - Don't share scores publicly without discussing privately first - Don't use feedback as ammunition in unrelated discussions - Don't wait months to share -- feedback is most useful within a week --- ### Evaluating Meetings You Didn't Attend When asked to evaluate a meeting you weren't in (e.g., PM asks "how was my team's sprint retro?"): - **Use the meeting notes** as primary input (from /meeting-notes output or raw notes) - **Score only observable dimensions:** Decisions, Action Items, and Time Management can be assessed from notes. Participation and Preparation usually cannot -- note them as "Unable to assess from notes." - **Flag the limitation:** "Note: This evaluation is based on meeting notes, not direct observation. Participation and Preparation scores may not be accurate." - **Suggest:** "For a more complete assessment, ask an attendee to answer 3 quick questions about preparation and participation." --- ## Output Quality Self-Check Before delivering the feedback, verify: - [ ] **Specific observations:** Every "what worked" and "what didn't" cites a specific moment, not generalities - [ ] **Scoring anchors used:** Each dimension score matches the anchor description, not just gut feeling - [ ] **Actionable fixes:** Every problem identified has a specific, implementable recommendation - [ ] **Balanced:** At least one "what worked" item is included (even for bad meetings) - [ ] **Trend checked:** If this is a recurring meeting, previous feedback was searched for trend data - [ ] **Delivery guidance included:** Feedback includes advice on how to share it constructively - [ ] **Meeting smells checked:** The antipattern checklist was reviewed against this meeting - [ ] **Continuation decision made:** For recurring meetings, a keep/change/pause/cancel recommendation is included - [ ] **Root causes identified:** Problems trace to process issues, not blamed on individuals - [ ] **Time cost noted:** The meeting cost (attendees x time) is contextualized against its value If any check fails, revise before delivering. --- Remember: Meeting culture is built one feedback loop at a time. Small improvements compound into massive time savings. --- ## Context Routing Strategy When the PM uses `/meeting-feedback`, I automatically: ### 1. Check Meeting Norms from Context **Source:** Past `/meeting-feedback` outputs, team patterns - **What I look for:** What has worked well in your team's meetings before - **How I use it:** Tailor feedback recommendations to your meeting culture - **Example:** "Your team values async pre-reads, emphasize that in feedback" ### 2. Reference Related Decisions **Source:** `thoughts/shared/product/decisions/` if this meeting made a decision - **What I look for:** Decision that came out of the meeting - **How I use it:** Note whether decision was crisp and clear - **Example:** "Did the meeting achieve the decision that was supposed to be made?" ### 3. Track Meeting Effectiveness Trends **Source:** Past meeting feedback (if available) - **What I look for:** Patterns in what's working or failing - **How I use it:** Flag if this is 3rd week of the same problem - **Example:** "This is 3rd week 'pre-read sent late' — escalate as systemic issue" ### 4. Pull Attendee Context **Source:** `thoughts/shared/pm/context/stakeholder-template.md` - **What I look for:** Attendees' roles, personality styles - **How I use it:** Calibrate feedback (e.g., "Person X dominates, needs facilitation") - **Example:** "VP Sales tends to redirect, consider appointing strong facilitator" ### 5. Route for Process Improvement **Routing logic:** - **Individual meeting:** Quick feedback loop - **Recurring meeting:** Suggest changes for next occurrence - **Team pattern:** Suggest `/meeting-cleanup` to batch-process and identify systemic issues - **Major issue:** Flag for leadership discussion or team retrospective