A useful agenda starts with what needs a decision. Finding those points can take longer than writing the invitation when they are spread across old notes.
OGAD (Off Grid AI Desktop) can help you search the notes on your computer, find candidate open questions, and draft an agenda from the items you confirm. Use a local text model and a focused project collection. After setup, the analysis can run without sending the documents to a cloud AI provider.
Download OGAD | Desktop releases
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For a small agency or consultancy, this gives the next client meeting a clear purpose. Each topic can say what needs to be settled, which context people need, and what work the answer will unblock.
Which notes should you collect?
Start with the last meeting, the current brief, and any later notes that may contain answers. The most recent record matters because an old question may already be resolved. Keep dates visible in filenames and inside the documents.
Suppose you are preparing a meeting about a client's service launch. Last week's notes leave three items open: the launch region, who approves the customer email, and whether existing customers need a different message.
A later note confirms the region. Your agenda should now focus on approval and message differences. Carrying the old region question forward would use meeting time on a settled decision.
| Source | Why it belongs in the review |
|---|---|
| Previous meeting notes | The questions raised in the room |
| Current project brief | The intended scope and constraints |
| Later decision notes | Answers that may close earlier questions |
| Your open-item list | The gaps you already know about |
Do not add an entire unrelated archive for the first attempt. A small collection makes it easier to check whether the model found the right context.
What do you need in OGAD?
Use a downloaded local text model and local document indexing resources. Complete app installation and model downloads while connected. The procedure uses free core Projects and document chat on supported Mac and Windows computers.
Linux packages are also available in 0.0.54-beta.108, a beta release. You do not need live meeting capture or calendar access for this saved-notes workflow.
Use readable TXT, Markdown, DOCX, or text PDF files. If a note is only a scanned image, prepare a checked text version. PDF import does not guarantee that text inside every image will be extracted.
Keep working drafts separate from approved decisions. A filename such as launch-decisions-approved-2026-09-24.md is easier to judge than notes-final-new.docx.
How do you find candidate agenda items?
Create a project for the meeting's work and add the selected sources. Ask for open questions with their dates and evidence before requesting the finished agenda. This gives you a review step between retrieval and planning.
- Select a downloaded local model in Models > Text.
- Open Projects > New project, name it, and press Enter.
- Open Knowledge & settings > Knowledge base > Add files.
- Add the notes, wait for indexing, and leave the sources enabled.
- Open Chats > New chat inside the project.
The project file controls let you manage which documents participate in retrieval.
Try this first request:
Find questions and decisions that appear open in these notes. For each candidate, give the source file, date if present, why it matters, and any later answer you find. Keep “No answer found” separate from “Confirmed still open.” Do not invent an owner or deadline.
Read the returned passages and check later sources. Project retrieval returns selected relevant content, so a missing answer does not prove that nobody supplied it.
How do you choose what belongs in the meeting?
Keep topics that need discussion, a decision, or shared understanding from the people attending. Move simple updates into pre-reading when that suits your process. The agenda should make the required outcome visible for each topic.
For the launch example, a useful item might be:
Approve the customer email: confirm who can sign it off and whether existing customers need a separate version. Bring the current draft and the note about the launch region.
That wording tells participants what to prepare and what the meeting should settle. A heading such as “Customer email” leaves them guessing.
Ask the model to help organise your checked items:
Draft an agenda from this reviewed list only. For each item, include the question to settle, the context to read beforehand, and the expected outcome. Put dependencies before the topics they affect. Suggest a discussion order, but do not invent time estimates or participant commitments.
You can add your own time limits afterward based on the meeting length and importance of each decision.
How do you avoid reopening old decisions?
Attach a short status to each candidate item: open, answered, needs confirmation, or changed since the last meeting. Keep the supporting source beside the status until you finish reviewing the agenda.
If the launch region was approved later, remove it as a decision item. Include it as context only if it affects the email discussion.
When two notes disagree, do not silently choose the newer one as authoritative. The later file could be an unapproved draft. Ask who owns the decision and bring the conflict as a specific confirmation question.
A useful prompt is:
Show where these notes disagree about the email approval process. Keep the date and approval status of each source. Draft one neutral question that would resolve the difference.
What should the final agenda contain?
Keep it short enough for participants to read before the meeting. The working evidence table can stay with you; the shared agenda should focus on the outcome.
For each topic, include:
- The decision or question.
- One sentence of necessary context.
- The material participants should review.
- The expected result of the discussion.
Add the meeting purpose at the top. End with a short review of decisions and next actions so the group can confirm its understanding before leaving.
This workflow drafts agenda text. It does not create calendar invitations, confirm attendance, or send messages. Use your normal tools to share the reviewed agenda.
What if the model gives a generic agenda?
| Symptom | Useful correction |
|---|---|
| Topics have no source | Ask for the note behind each proposed item |
| Resolved questions return | Add or check later decision records |
| Every item is “Discuss project status” | Ask what concrete answer is needed |
| The agenda assumes someone owns an action | Check whether the notes establish that owner |
| The list is too long | Choose the decisions needed before the next work step |
If a large collection hides important details, inspect the last meeting directly, then compare it with one later source at a time. The model's context and retrieval are limited; a focused question is easier to check.
Prepare the next meeting you already have
Download OGAD and add the previous notes plus the latest decisions. Find three candidate questions, confirm their status, and turn the remaining ones into agenda items with clear outcomes.
Keep the model local for this processing. Initial downloads, remote models, and sharing the agenda have separate network requirements. The first success is an agenda that helps people arrive ready to decide.
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