Do data requests come in through one form that asks what decision they support?

A short intake form with "what will you decide with this?" cuts requests that change halfway and the meetings needed to clarify them.

How to automate it

How to automate “sit in meetings to work out what people actually want”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

45 min

typically, a few times a week

30%

of the time can be automated

Easy

to set up

Fix 1 of 2

Process fixBest fix

Take requests through one short intake form that asks for the decision

Many data requests change once someone asks what decision they support. A short form with that question cuts rework, meetings and requests nobody uses.

Typically saves about 30% of the time45 min to set up

1Create one intake form or ticket type: question, decision it supports, deadline, who will use it.
2Point Slack and email requests to the form, kindly and every time.
3Triage weekly; answer simple ones with self-serve links.
4For bigger requests, write back a one-paragraph plan before you start.

Tools: Jira, Linear or Asana forms · Slack Workflow Builder or Microsoft Forms

Fix 2 of 2

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up

1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
2Turn it on for your recurring meetings and tell attendees it is on.
3After the meeting, review the action items and fix names or owners.
4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

Quick wins

Have you tried…

Do data requests come in through one form that asks what decision they support?: A short intake form with "what will you decide with this?" cuts requests that change halfway and the meetings needed to clarify them.

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Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

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