analystacademy 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:
- Open action items — anything that was promised, assigned, or requested but doesn't appear to have been resolved. Flag who owes what.
- Key discussion points — topics that came up in recent threads relevant to this meeting.
- Thread summaries — brief summary of the 2–3 most relevant recent threads.
- 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.