Your calendar has a recurring meeting nobody remembers the reason for anymore. It keeps happening because canceling it costs more political capital than just showing up quietly, and sometimes it's simply cultural: you've gotten so used to that meeting existing that you assume it must be useful.
Every meeting exists to solve one of two problems: a decision that changes direction depending on who speaks up in the moment, or an update that doesn't change anything whether it's read right now or two hours from now. Only the first problem requires everyone in the same place at the same time. The second one has always been an email, or whatever official channel your team already uses, like Slack, Microsoft Teams, or even a WhatsApp group chat.
Why AI sees the meeting web you can only see from inside it
You know the purpose of each of your own meetings, one at a time. What you rarely do is lay all of them side by side and ask whether two of them are, without anyone noticing, solving the same problem. AI scans the whole list at once and spots the overlap on the first pass, because it isn't stuck living each meeting separately from the others.
The test doesn't depend on notes or a meeting history, just on what you already know off the top of your head: what's usually discussed in each meeting, and whether that discussion changes direction depending on who's in the room live, or just confirms something that was already decided.
The prompt that cross-checks urgency and overlap for you
Asking AI "which meetings have less value" gives it no real criteria to apply. It needs two concrete tests: urgency of response, and overlap with the rest of the calendar.
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