Meeting Prep

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 not provided, prompt the user for:

1. Meeting topic or title
2. List of attendees (comma-separated names)

Examples:

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

What This Does

1. Looks up each attendee in People/ folder
2. Surfaces recent interactions and open action items
3. Checks for related projects
4. Suggests talking points based on context

Process

Step 0: Gather Context (if needed)

If $MEETING or $ATTENDEES are not provided:

Ask: "Which meeting are you prepping for?"

• Get meeting topic/title

Ask: "Who's attending? (comma-separated names or just list them)"

• Accept formats: "Sarah Chen, Mike Rodriguez" or "Sarah, Mike" or natural list
• Parse into individual attendee names

Step 1: Attendee Lookup

For each attendee in $ATTENDEES:

1. Search 05-Areas/People/Internal/ and 05-Areas/People/External/ for matching names

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 qmd_status. If available:

1. Semantic search for meeting topic:

   qmd_search(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):

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

• Skip silently
• Don't show error to user
• Continue with vault-only context

Step 4: Compile Prep Brief

Output Format

# Meeting Prep: $MEETING

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

---

---

## Demo Mode Check

Before executing, check if demo mode is active:

1. Read `System/user-profile.yaml` and check `demo_mode`
2. **If `demo_mode: true`:**
   - Display: "Demo Mode Active — Using sample data"
   - Use `System/Demo/` paths instead of root paths
   - Write any output to `System/Demo/` subdirectories
3. **If `demo_mode: false`:** Use normal vault paths


## 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

Tips

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