Meeting Prep

Execution mode

Run inline in the current conversation by default, so this work can see what the user has already discussed, decided, or settled this session. Do not fork merely because this skill was selected. Only run in the background when the user explicitly asks for a background run or the host has already obtained a specific background-work approval for this run.

Delegated gathering (large-vault scaling)

This skill stays inline as described above: it keeps session awareness, it asks the user the questions, and it owns every interactive step. What it does NOT do inline is the bulk read-gathering, which on a mature vault (hundreds of notes, thousands of indexed messages, a live calendar and multiple integrations) can be large enough to exhaust the main conversation before the useful work starts.

So the gathering phase is delegated to one general-purpose subagent via the Agent tool, using the self-contained prompt in this skill's AGENT_INSTRUCTIONS.md:

1. Read .claude/skills/meeting-prep/AGENT_INSTRUCTIONS.md.
2. Substitute its placeholders ({{TARGET_DATE}}, {{MEETING_TITLE}}, {{ATTENDEE_RECORDS}}). {{ATTENDEE_RECORDS}} is the filtered JSON array from the selected invite, preserving name, person_page, email, status, type, and is_current_user for each attendee. For attendees the user supplied manually, use the same fields with unknown values set to null, type set to Person, and is_current_user set to false.
3. Call the Agent tool with subagent_type: "general-purpose", that prompt, and a short description.
4. Present its findings as the prep brief, in the Output Format below.

Spot-check before presenting: the brief names person pages, projects and past meetings. Confirm a sample of those files actually exist before repeating their content to the user, and drop anything you cannot stand behind. A subagent's report is a claim, not evidence.

The subagent inherits MCP connections, runs in its own context, and that context is freed when it completes, so only its findings reach this conversation.

Use AGENT_INSTRUCTIONS.md verbatim. Read the file and pass its content as the subagent prompt, substituting only the placeholders. Do NOT hand-write a replacement brief from what you already know about the meeting: that is how steps get silently dropped, and the omission looks complete because nothing errors. If context from this conversation is worth adding, APPEND it to the file's content; never substitute for it.

Two caveats that are load-bearing:

• Do not count on hooks for the subagent's writes. The hooks declared in this skill's own frontmatter belong to this skill's run, not the subagent's, and whether the repository-wide hooks in .claude/settings.json reach a subagent's tool calls is not something a skill should assume either way. Nothing in this skill's gathering depends on a hook; the subagent's writes must stand on their own.
• Always fall back. If the subagent fails, times out, or returns nothing usable, say so plainly and run the gathering inline from the same AGENT_INSTRUCTIONS.md. A missing subagent must never mean a missing result.

Stays inline: confirming which meeting is meant, and presenting the brief.

Prepare for an upcoming meeting by gathering context on attendees and related topics.

Tone Calibration

Before executing this command, read System/user-profile.yaml → communication section and adapt:

Career Level Adaptations:

• Junior: Provide more context about attendees, suggest preparation tips
• Mid: Balance context with action, suggest talking points
• Senior/Leadership: Strategic framing, influence opportunities, key decisions
• C-Suite: High-level strategic context, organizational implications, key stakeholders

Directness:

• Very direct: Bullet points, key facts only
• Balanced: Context + talking points (default)
• Supportive: Detailed prep, conversation strategies

Detail Level:

• Concise: Names, roles, top 3 talking points
• Balanced: Standard prep format
• Comprehensive: Full context, relationship dynamics, strategic considerations

See CLAUDE.md → "Communication Adaptation" for full guidelines.

Arguments

Optional: $MEETING, $ATTENDEES

If either value is missing, try the calendar before prompting. Ask for the meeting topic or attendee list only when the calendar status or the returned events cannot identify the meeting safely.

Examples:

• /meeting-prep "Q1 Planning" "Sarah Chen, Mike Rodriguez"
• /meeting-prep (then prompt for details)

What This Does

1. Reads the matching calendar invite and keeps its resolved attendee records
2. Looks up only attendees whose invite record has no person_page
3. Surfaces recent interactions and open action items
4. Checks for related projects
5. Suggests talking points based on context

Process

Step 0: Gather Context (if needed)

If $MEETING or $ATTENDEES are not provided, try the calendar before asking. The user booked the meeting; the invite already holds the title and the attendee list, and asking them to retype it is both friction and a source of duplicate person pages from misspelt names.

When the calendar integration is available, search every calendar visible to Apple Calendar by default:

mcp__calendar-mcp__calendar_get_events_with_attendees(calendar_name="all", start_date="YYYY-MM-DD", end_date="YYYY-MM-DD")

calendar_name="all" means all calendars currently visible to the local Apple Calendar integration. It cannot see a calendar account that is not synced into Apple Calendar, and on hosts that do not support the all selector you must say which single calendar was searched. Never describe a no-match from one calendar as proof that the meeting is absent from every calendar.

The end date is exclusive. For a single day, pass the following day as end_date. Passing the same date twice returns zero events with no error, which is indistinguishable from an empty calendar.

Match the user's phrasing to an event:

• A time ("prep me for the 2pm", "tomorrow's 1:30"): match on start time, usually unambiguous on its own.
• A person or topic ("prep me for the Acme call"): match on title, or on an attendee name within the event's attendees list.
• Nothing specified: list today's and tomorrow's events and ask which one is meant.

Each attendee carries name, email, status, type, is_organizer, is_current_user, plus has_person_page and (when resolved) person_page, so the vault lookup in Step 1 is already done for anyone who has a page.

Before delegating gathering, build {{ATTENDEE_RECORDS}} from the selected event. Preserve name, person_page (or null), email, status, type, and is_current_user; do not reduce the records to display names. Filter out:

• the user (is_current_user: true)
• Room, Resource, and Group attendee types
• invitees whose status is Declined or Delegated

Keep Person attendees who are Accepted or Tentative. A Pending or Unknown person may still attend: keep them, but do not describe their attendance as confirmed. If an attendee has an unknown type, keep them only when they have a usable name or email and flag that uncertainty in the brief.

Ask when the calendar cannot answer. The calendar is the preferred source, not a required one, and this skill must still work without it. Inspect the complete calendar response before reading events or count, and follow CLAUDE.md's Calendar response confidence contract at this inline call site:

• Only success: true is a healthy read. A healthy count: 0 means the searched range is empty only when the response has no warning; preserve a warning and ask rather than claiming there are no meetings.
• feature_status: off is healthy optional absence. Ask for the meeting and attendees with no error tone, setup advice, or nag.
• feature_status: not_installed surfaces the returned user_message and fix once in a calm setup tone, then asks for the meeting and attendees.
• feature_status: broken surfaces the returned user_message exactly, including its permission or other fix guidance, then asks so prep can continue. Never recast it as “not connected” or “no meetings.”
• feature_status: unknown, or an unstructured tool error, means the calendar could not be checked. Say that plainly and ask rather than guessing.
• No Calendar tool response (for example, on a non-macOS machine) is optional absence. Ask for the meeting and attendees without reporting a fault.

Every non-healthy branch is unavailable evidence, not an empty calendar. Never substitute an empty event list for a missing or failed response.

• No matching event in the range returned: ask which meeting is meant rather than guessing.
• Two events match a stated time: that is a double-booking. Name both and let the user choose; it is worth telling them about in itself.

Never treat an empty result as proof of an empty calendar. A tool that is absent, a permission that was refused, and a query built with the wrong range all return nothing, and none of them mean "no meetings". If you cannot tell which it was, say so and ask.

When asking, accept any natural format: "Sarah Chen, Mike Rodriguez", "Sarah, Mike", or a plain list.

Step 1: Attendee Lookup

For each filtered attendee record:

1. If the calendar supplied person_page, use it and pass it through to delegated gathering. That resolution is already done and is more reliable than matching a name, particularly for the display forms invites actually carry: Surname, First, a job title in parentheses, or a bare email address where the name should be. Only fall back to searching when has_person_page is false or the attendee came from the user rather than the calendar.

   Otherwise search 05-Areas/People/Internal/ and 05-Areas/People/External/ using the attendee's email first, then name.

2. If found, extract:

   • Role and company
   • Last interaction date
   • Open action items involving them
   • Key context or notes

3. If not found, note: "No person page for [Name] - consider creating one after the meeting"

Step 2: Related Projects

Search 04-Projects/ for any projects that:

• Mention the attendees
• Relate to the meeting topic ($MEETING)

Extract:

• Project name and status
• Relevant milestones or blockers
• Recent updates

Step 3: Recent Context

Search 00-Inbox/Meetings/ for recent meetings with these attendees:

• What was discussed?
• What was decided?
• What follow-ups were committed?

Step 3a: Semantic Context Enrichment (if QMD available)

This step runs automatically when QMD is installed. It enriches meeting prep with semantically related vault content that keyword search would miss.

Check if QMD MCP tools are available by calling the status tool (QMD MCP). If available:

1. Semantic search for meeting topic:

   query(query="$MEETING", limit=5)
   

   Look for: related past discussions, relevant decisions, thematic connections — content that shares meaning with the meeting topic but uses different words.

2. Semantic search for each attendee (beyond their person page):

   query(query="$ATTENDEE_NAME context discussions decisions", limit=3)
   

   Look for: contextual references where this person is mentioned by role/title/team (e.g., "the VP of Sales asked about..."), not just by name.

3. Cross-reference results with what Steps 1-3 already found. Only surface NEW insights — content that the keyword-based person page lookup and meeting folder grep in earlier steps missed.

Add to the prep brief under a "Semantic Connections" heading:

• Past discussions thematically related to this meeting (even if different keywords were used)
• Decisions made in adjacent contexts that are relevant here
• Commitments or open items discovered through semantic matching
• Related projects or goals that connect by meaning

If QMD is not available: Skip this step silently. Steps 1-3 provide the standard keyword-based context.

Step 3b: Integration Context (if available)

Check System/integrations/config.yaml to see which integrations are enabled.

Notion Integration: If enabled.notion: true AND Notion MCP is available:

Search Notion for pages related to:
- Meeting topic ($MEETING)
- Attendee names

Include in prep:
- Relevant Notion docs (title + summary)
- Shared pages with attendees

Slack Integration: If enabled.slack: true AND Slack MCP is available:

Search Slack for recent conversations:
- With/about each attendee
- Mentioning the meeting topic

Include in prep:
- Recent Slack context (last 7 days)
- Key threads or decisions
- Any commitments made

Teams Integration: If teams.enabled: true AND Teams MCP available:

Search Teams chats with attendees:
- Recent 1:1 and group chats involving each attendee
- Mentioning the meeting topic

Check Teams channels related to meeting topic:
- Project channels, department channels
- Recent posts and replies

Surface recent decisions from Teams threads:
- Key decisions made in channel conversations
- Any commitments or follow-ups from Teams chats

Include in prep:
- Recent Teams context (last 7 days)
- Key threads or decisions from channels
- Any commitments made in Teams chats

When BOTH Slack and Teams are enabled:

• Check both sources for each attendee
• Label context by source: "From Slack:" / "From Teams:"
• Deduplicate if the same person appears in both (merge context, label the source)
• Present in separate sub-sections under Integration Context

Google Workspace Integration: If google-workspace.enabled: true AND Google Workspace MCP is available:

Search Gmail for recent threads with each attendee (last 7 days):
- Email exchanges and their topics
- Shared Google Docs mentioned in threads
- Outstanding email requests (sent but no reply)

Search for Google Docs related to:
- Meeting topic ($MEETING)
- Shared documents with attendees

Include in prep:
- Recent email exchanges (last 7 days) — key threads summarized
- Shared documents — Google Docs, Sheets, or Slides linked in emails
- Outstanding requests/follow-ups — emails waiting > 48h for reply

Graceful Degradation: For MCP responses, follow CLAUDE.md's feature_status rendering convention before applying these fallbacks.

If an integration is enabled but the MCP isn't responding:

• Render its status using that convention, then continue with vault-only context.

Step 4: Compile Prep Brief

Output Format

# Meeting Prep: $MEETING

**Date:** [Today's date]
**Attendees:** $ATTENDEES

---

## People Context

### [Attendee Name]
- **Role:** [Role at Company]
- **Last Interaction:** [Date] - [Topic]
- **Open Items:**
  - [ ] [Action item]
- **Notes:** [Key context about this person]

### [Next Attendee]
...

---

## Related Projects

| Project | Status | Relevance |
|---------|--------|-----------|
| [Name]  | [Status] | [Why it relates] |

---

## Recent History

Previous meetings with these attendees:

| Date | Topic | Key Outcomes |
|------|-------|--------------|
| [Date] | [Topic] | [What was decided/discussed] |

---

## Integration Context (if available)

*This section appears when productivity integrations are enabled.*

### From Slack
> Recent conversation context with attendees (last 7 days)

### From Teams
> Recent Teams chats and channel threads with attendees (last 7 days)

### From Notion
> Related Notion docs: [Doc title](link)

### From Gmail
> Email threads with [Attendee]: [Summary of outstanding requests]

---

## Suggested Talking Points

Based on the context above:

1. **Follow up on:** [Open item from last meeting]
2. **Discuss:** [Project-related topic]
3. **Ask about:** [Something from their context]

---

## Questions to Consider

- What's your main goal for this meeting?
- What do you need from these attendees?
- What decisions need to be made?

---

## Post-Meeting

After the meeting:
1. Add notes to `00-Inbox/Meetings/YYYY-MM-DD - [Topic].md`
2. Update person pages with new context
3. Create tasks for any action items

Track Usage (Silent)

Update System/usage_log.md to mark meeting prep as used.

Analytics (Silent):

Call track_event with event_name meeting_prep_completed and properties:

• attendees_count: number of attendees

This only fires if the user has opted into analytics. No action needed if it returns "analytics_disabled".

When to Use

• Before any meeting with multiple attendees
• When meeting someone you haven't seen in a while
• Before important meetings where you want full context

MCP Dependencies

Tips

• Run this 15-30 minutes before the meeting
• Create person pages for new contacts after meetings
• Update this context regularly for accurate prep