AI Meeting Preparation Assistant

The Problem

Walking into meetings unprepared wastes everyone's time. But manually gathering context from past emails, notes, and calendar history is tedious and often skipped.

The Workflow

Step 1: Identify Today's Meetings

Start by seeing what's on your calendar.

Prompt to use:

What meetings do I have today? For each one, show me:
- Time and duration
- Attendees
- Any notes or agenda in the event

Example output:

TODAY'S MEETINGS:

1. 10:00 AM - Product Sync (30 min)
   Attendees: Sarah, Mike, Jennifer
   Notes: "Weekly product team standup"

2. 2:00 PM - Client Call: Acme Corp (1 hour)
   Attendees: john@acme.com, External
   Notes: "Q1 renewal discussion"

3. 4:00 PM - 1:1 with Manager (30 min)
   Attendees: David (manager)
   Notes: None

Step 2: Gather Email Context

For meetings that need preparation, gather relevant information.

Prompt to use:

Help me prepare for the 2 PM client call with Acme Corp.
Search my recent emails with anyone from acme.com and
summarize any relevant context or open issues.

Step 3: Review Past Meeting Notes

Check if there are relevant notes from previous meetings.

Prompt to use:

Search my notes for anything related to "Acme" or
the people attending today's 2 PM meeting.
Summarize any action items or discussion points.

Step 4: Create a Prep Summary

Generate a concise briefing document.

Prompt to use:

Based on the information gathered, create a new note called
"Acme Meeting Prep" with:
- Key context to remember
- Likely topics to discuss
- Any open questions or action items

Expected Result

A comprehensive meeting prep document that helps you walk into meetings confident and informed, without spending hours digging through emails and notes.

Tools Used

This workflow uses multiple toolboxes:

Calendar toolbox:

Tool	Purpose
calendar_search_events	Get today's meetings and details

Mail toolbox:

Tool	Purpose
mail_search_messages	Find relevant email conversations
mail_get_messages	Read full email content

Notes toolbox:

Tool	Purpose
notes_search_notes	Find related notes
notes_read_note	Get note content
notes_write_note	Create prep summary

Related Workflows

• Weekly Calendar Review - Plan your week ahead
• Email Search and Retrieval - Find relevant emails