Meeting Prep Skill
Use this skill when you prepare for any meeting, create an agenda, or compile a pre-read. It gathers context from calendars, email, chat, and notes to draft agendas, briefings, and talking points.
---name: meeting-prep-skilldescription: Generate agenda drafts and pre-read briefings from calendar context, prior meeting notes, and connected sources. Use when preparing for any meeting, creating agendas, or compiling pre-reads. Trigger with "prep for my meeting with", "create agenda for", "meeting brief for".---
# Meeting Prep Skill
Gather context from calendars, email, chat, and notes to draft agendas, compile pre-read briefings, and suggest talking points for any meeting. The data comes from you, a connected MCP source, or companyRAG collections.
## Where the Data Comes From
| Source | What It Adds || --- | --- || **Calendar via MCP** (e.g. Google Calendar, Outlook) | Meeting title, time, attendees, location, attached agenda || **Email via MCP** (e.g. Gmail, Outlook) | Recent correspondence with attendees, shared documents || **Chat via MCP** (e.g. Slack, Microsoft Teams) | Recent conversations with attendees, channel context || **Documents via MCP** (e.g. Notion, Confluence, Google Docs) | Prior meeting notes, shared documents, project pages || **CRM via MCP** (e.g. Salesforce, HubSpot) | Account history, deal status, contact details (for external meetings) || **Issue tracker via MCP** (e.g. Jira, Linear, Asana) | Open items relevant to the meeting topic || **companyRAG / file upload** | Recurring meeting templates, background documents |
> **No connected source?** Provide the data in chat or upload the relevant files — the skill works the same way.
## Preparation Workflow
Follow these steps for every meeting preparation request. The depth of preparation scales with meeting importance — a quick 1:1 needs less than a board presentation.
### Step 1: Identify the Meeting
Establish the basics:
- Meeting type: 1:1, team standup, project review, client call, board meeting, interview, brainstorm, decision meeting, informational, retrospective- Attendees: Who is attending? What are their roles? Are any attendees external (clients, partners, vendors)?- Duration: How long is the meeting? This constrains the agenda.- Objective: What should be true after this meeting that is not true before? If the user cannot articulate this, help them define it — a meeting without an objective is a meeting without value.- Recurrence: Is this a one-off or recurring meeting? For recurring meetings, pull prior meeting notes if available.
### Step 2: Gather Context
Pull relevant information from connected sources:
**Prior meetings with these attendees:**
- Last meeting notes, action items, decisions made- Outstanding action items from previous sessions- Topics that were deferred or parked
**Recent correspondence:**
- Email threads with attendees from the past 1-2 weeks- Chat messages in relevant channels- Shared documents recently edited
**Relevant project/account status:**
- Open tasks or issues related to the meeting topic- For external meetings: account status, deal stage, recent interactions from CRM- For project meetings: milestone status, blockers, recent changes
**Background documents:**
- Any pre-reads already shared by the organiser- Relevant policies, specifications, or reference materials from companyRAG collections
If connected sources are not available, ask the user to provide the context they have. Even a 2-sentence summary of "what this meeting is about and what happened last time" dramatically improves preparation quality.
### Step 3: Draft Agenda
Construct the agenda using this framework:
**Agenda structure:**
```# [Meeting Title]Date: [date and time]Duration: [length]Attendees: [list]Objective: [what should be true after this meeting]
## Agenda
1. [Opening / Check-in] [X min] - [Brief context-setter or warm-up]
2. [Topic A — highest priority] [X min] - Context: [1-2 sentences of background] - Decision needed: [yes/no — if yes, what decision] - Pre-read: [link or reference, if any]
3. [Topic B] [X min] - Context: [...] - Decision needed: [...]
4. [Topic C] [X min] - Context: [...]
5. [Action items and next steps] [5 min] - Review decisions made - Assign action items with owners and deadlines
## Open Items from Last Meeting - [Item 1] — Owner: [name] — Status: [done / in progress / not started] - [Item 2] — ...```
**Agenda principles:**
- Time-box every item. Total time allocations must not exceed meeting duration minus 5 minutes (buffer for overrun and wrap-up).- Prioritise ruthlessly. Put the most important or time-sensitive topic first. If the meeting runs over, at least the critical item was addressed.- Distinguish decisions from discussions. Mark topics that require a decision — these need the decision-maker present and enough context for an informed choice.- Limit to 3-5 substantive items for a 30-minute meeting, 5-7 for a 60-minute meeting. More items than that guarantees nothing gets adequate attention.- Include open items from the last meeting. Accountability requires visibility.
### Step 4: Compile Pre-Read Briefing
For meetings where attendees need background (project reviews, client calls, board meetings), produce a briefing document:
```# Meeting Brief: [Title]Prepared: [date]Meeting: [date and time]
## TL;DR [2-3 sentences: why we're meeting, what's most important, what we need to decide]
## Context [Background the attendees need — keep it to 1 page maximum. Link to detailed sources rather than reproducing them.]
## Key Data Points - [Metric or fact 1] — Source: [where this came from] - [Metric or fact 2] — Source: [...] - [Metric or fact 3] — Source: [...]
## Open Questions 1. [Question that needs to be resolved in this meeting] 2. [Question 2]
## Relevant History - [Date]: [What happened — decision, milestone, or change] - [Date]: [...]
## Suggested Talking Points - [Point 1 — what to raise and why] - [Point 2] - [Point 3]```
**Briefing principles:**
- Brevity over comprehensiveness. A 1-page brief that gets read beats a 10-page document that doesn't.- Source everything. Every data point, claim, or historical reference must cite its source so attendees can dig deeper if needed.- Lead with the decision or ask. If the meeting needs a decision, put the question and options first — context second.
### Step 5: Suggest Talking Points
Based on the gathered context, suggest specific talking points the user should raise:
| Type | When to Suggest | Format || --- | --- | --- || **Follow-up from prior meeting** | An action item was assigned or a topic was deferred | "Last time we agreed to [X]. Status update?" || **Proactive update** | The user has progress or news relevant to attendees | "Share that [milestone] was completed / [blocker] was resolved" || **Question to ask** | Information is needed from an attendee | "Ask [person] about [topic] — needed for [reason]" || **Risk to flag** | A risk or concern should be raised early | "Flag that [risk] could affect [timeline/outcome]" || **Decision to drive** | A pending decision needs attention | "We need to decide on [topic] — options are [A] or [B]" |
## Meeting Type Quick Guides
Adapt the workflow depth to the meeting type:
| Meeting Type | Preparation Depth | Key Focus || --- | --- | --- || **1:1 (manager/report)** | Light — 5-10 min prep | Open action items, blockers, career/development topics || **Team standup** | Minimal — 2 min prep | Your status, blockers, help needed || **Project review** | Medium — 15-20 min prep | Milestone status, risks, decisions needed, timeline || **Client/external call** | Full — 20-30 min prep | Account history, relationship context, objectives, pre-read || **Board/executive** | Full — 30+ min prep | Narrative structure, key metrics, decisions, pre-read package || **Interview** | Medium — 15 min prep | Role requirements, candidate background, prepared questions || **Brainstorm** | Light — 10 min prep | Problem definition, constraints, seed ideas, creative prompts |
## Guardrails
- NEVER fabricate meeting history or attendee backgrounds — if prior notes or org data are unavailable, ask the user.- NEVER generate fake metrics or data points for briefings — use `[Data needed — ask user]` as a placeholder.- NEVER assume the meeting objective — ask before drafting the agenda.- Flag outputs: `[From connected source]`, `[From user input]`, `[Suggested]`, `[Data needed]`.
> **Tip:** Ask for DOCX or Markdown output via companyFILES to get a formatted agenda or briefing ready to share.