Meeting Prep Skill

Generate a concise, actionable pre-meeting briefing by combining calendar data, email history, and optional web research.

Workflow

Step 1: Find the Target Meeting

Use Google Calendar to identify the meeting:

• If the user asked about a specific meeting by name, search for it.
• If the user asked generically ("prep me", "what's next"), fetch events for today and find the next upcoming meeting from the current time.
• If triggered proactively (Claude notices it's ~20 min before a meeting starts), surface that meeting.

Fetch the full event details: title, start/end time, location or video link (Zoom/Meet/Teams URL), description/agenda, and attendee list with email addresses.

Step 2: Pull Email Context

Search Gmail for recent threads involving the meeting attendees.

Search strategy:

• Search by attendee email addresses and/or names.
• Determine how far back to look smartly:
  • If you find emails from within the last 2 weeks, focus there.
  • If the last relevant email is older, expand to 1 month, then 3 months, stopping when you find substantive threads.
  • For brand-new contacts (no prior email history), note this explicitly.

What to extract from emails:

1. Open action items — anything that was promised, assigned, or requested but doesn't appear to have been resolved. Flag who owes what.
2. Key discussion points — topics that came up in recent threads relevant to this meeting.
3. Thread summaries — brief summary of the 2–3 most relevant recent threads.
4. Tone / relationship context — is this a new relationship, ongoing project, escalation, etc.?

Step 3: Extract Agenda from Invite

Check the calendar event's description field for:

• A formal agenda
• Pre-read materials or links
• Goals or expected outcomes
• Any notes the user added

If there's no agenda, note it so the user is aware.

Step 4: Optional Web Context

If the meeting involves external attendees (people outside the user's organization) or company names are mentioned in the invite/emails:

• Search the web briefly for recent news about those companies or individuals.
• Prioritize: funding rounds, product launches, leadership changes, recent press.
• Keep this section tight — 2–3 bullets max. Skip if nothing relevant surfaces.

Step 5: Deliver the Briefing

Format the output as a clean, scannable briefing. Use this structure:

📅 [Meeting Title]

When: [Day, Date • Start–End Time] Where: [Location / Video link] With: [Attendee names and roles if known]

🗒️ Agenda

[Bullet points from invite, or "No agenda provided — consider setting one."]

📬 Email Summary

[2–3 sentence summary of recent threads with these attendees]

Key threads:

• [Thread title / topic] — [1-line summary]
• ...

✅ Open Action Items

• [Action item] — owed by [person] (from [email date])
• ...

(If none found: "No outstanding action items found in recent emails.")

🌐 Context & News (only if external attendees)

• [Company/person]: [1-line recent news item]
• ...

💡 Suggested Talking Points

Based on the above, 2–3 suggested things to raise or be ready to address.

Tone & Length

• Be concise. The goal is a 60-second scan, not a report.
• Use plain language. Avoid restating obvious things.
• If something is missing (no agenda, no prior emails), say so clearly — don't pad.
• If the meeting is with many attendees (5+), focus email search on the organizer and any VIPs, not every attendee.

Edge Cases

• Internal all-hands or recurring standups: Skip email search unless the user asks. Just show agenda + time.
• No attendees listed: Work with whatever info the invite has. Note the gap.
• Multiple meetings in the next 30 min: Surface all of them, ask which one to prep for.
• User asks for a specific meeting that's days away: Still run the full workflow, just note it's not imminent.