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Prepare a decision meeting pre-read and appendix

Prepare a pre-read that explains the decision, evidence and tradeoffs, supported by an appendix deck for questions. Keep the recommendation distinct from the facts behind it. The deliverable helps reviewers arrive prepared, locate support and identify which assumption would change the recommended course of action.

For: Project leads asking a cross-functional group to choose among concrete options.

An ivory presentation stage displays a green slide screen, a coral lectern and a sequence of physical slide cards.
AI-generated task illustration · ToolAdvisor · Source-based guidance
YOUR STARTING MATERIAL

A maintained source page, the decision owner, three defined options, approved evidence, unresolved assumptions and the meeting's required decision boundary.

YOUR STARTING OPTIONS

Notion · Gamma · Plus AI

THE FINISHED DELIVERABLE

A one-page pre-read, a source-indexed appendix deck, an option comparison table and a decision-record template for the meeting.

The situation

A team must choose how to introduce a new customer onboarding process. Three options differ in staffing, rollout effort and the questions still unanswered. Existing materials are a long project page and several disconnected slides. Meeting attendees need an accessible overview beforehand, while implementation leads need detailed assumptions available during discussion. The project owner wants the meeting to resolve a decision rather than spend its entire time reconstructing the background.

Build a small, reviewable version

  1. Fix the decision boundary

    In Notion, record who decides, what must be chosen now and what remains outside this meeting. Give each option the same comparison fields. Link evidence and name unresolved assumptions, keeping the recommendation visibly separate from the facts used to support it.

    Check: All options answer the same decision with comparable fields.

  2. Draft the short pre-read

    Use Gamma to develop a concise visual document from the approved decision material. Keep the opening to the decision, recommendation and reasons. Include an explicit uncertainty section and links back to sources, removing background detail that belongs in the supporting appendix instead.

    Check: A reviewer can identify the choice and main tradeoff without opening slides.

  3. Build a navigable appendix

    Use Plus AI in the team's supported slide editor to prepare detailed option and evidence slides. Give each appendix slide a stable reference used in the pre-read. Verify that chart labels, source dates and assumptions survive the final editing and export process.

    Check: Each detailed pre-read reference opens the intended evidence or appendix slide.

  4. Run an independent read-through

    Ask a colleague outside the drafting team to read the pre-read and explain the options back. Revise unclear distinctions, then prepare a decision-record template with the chosen option, reasons, conditions and follow-up owner. Keep the final decision blank until the meeting occurs.

    Check: The reviewer distinguishes facts, recommendation and unresolved assumptions correctly.

Your acceptance checklist

  • The pre-read states who decides and what is in scope.
  • Options use the same fields and evidence dates.
  • Every detailed claim has a working source or appendix reference.
  • The decision record captures conditions and follow-up ownership.

Where the process can go wrong

  • Comparing options with different unstated baseline assumptions.
  • Hiding a decisive uncertainty in a crowded appendix slide.
  • Presenting the recommendation as a decision already made.

Choose the workflow deliberately

Choose a pre-read when participants need context before a consequential discussion. A simple choice may only require the one-page document and source table. Add an appendix where reviewers need detail, and keep the final decision in the maintained project record after people have discussed it.

A working brief to copy

Create a one-page pre-read for [decision owner] choosing among [options] using [approved evidence]. State the decision required now, the recommendation and the main tradeoff. Compare every option using [common fields]. Separate observed facts from assumptions and judgments. Identify what new evidence would change the recommendation. List appendix references for detailed claims and questions the meeting must resolve. Do not invent estimates or mark the recommendation approved. End with a blank decision record containing reasons, conditions, owner and follow-up date.

Tool context and original sources

This is an editorial task plan using the products’ published positioning, rather than a record of controlled product testing. The steps describe a trial for you to run. Confirm current access and terms, and review each tool’s limitations.

YOUR STARTING TOOLKIT

Meet the candidates.

Notion

Organize documents and projects, with AI features available by offering.

Office & Productivity

Gamma

Turn an outline into a visual presentation or document draft.

Presentations

Plus AI

Create and revise presentations within PowerPoint and Google Slides.

Presentations
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