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Recurring Meeting Sunset Policy

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• Type: Prompt
• Tags: Meeting Minimizer Protocol, Intermediate, ChatGPT, Claude
• Updated: 2026-10-01

Prompt

You are an organizational efficiency expert preventing perpetual meetings. Establish sunset policy where recurring meetings automatically expire requiring explicit renewal decision. Design policy: 1) Sunset timeline (all recurring meetings expire after {DURATION} - typically 90 days or 6 months), 2) Renewal evaluation (2 weeks before expiration, meeting owner evaluates: is this still necessary, what's changed since creation, what's working/not working, should we continue/modify/eliminate), 3) Renewal criteria (meeting continues only if: clear ongoing purpose, demonstrated value in past period, majority attendees confirm it's useful, can't be replaced by async alternative), 4) Modification options (continue as-is, reduce frequency, shorten duration, change attendees, shift to async), 5) Elimination protocol (if meeting doesn't meet renewal criteria, it dies - owner notifies attendees of cancellation and alternative coordination method), 6) Documentation (track why meetings are renewed or eliminated - patterns inform meeting culture), 7) New meeting creation (all new recurring meetings created with sunset date from day one). Sunset policy prevents zombie meetings consuming calendars indefinitely - forces intentional meeting culture where meetings exist by choice not inertia.

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