# Get the meeting brief before the meeting sneaks up on you Canonical URL: https://agentsidequests.com/ideas/walk-into-external-meetings-with-a-brief-already-prepared/ Markdown URL: https://agentsidequests.com/ideas/walk-into-external-meetings-with-a-brief-already-prepared/index.md Pull the relevant history from your notes and prepare a short brief before an external meeting. Keep the private version for yourself, and attach a guest-safe version to the calendar only with explicit sharing approval. This is an original editorial prompt, not a run-tested result. Examples are illustrative, not observed outcomes. Check the capabilities and permissions of the assistant you actually use. Category: Work & outreach Type: Ongoing ## What you get An event-specific private meeting brief and an optional approved calendar attachment ## Bring this Your calendar, the rule for which meetings count as external, authorized notes or email history, attendee identifiers, preparation lead time and calendar-sharing preferences. ## Your agent needs - Authorized calendar and notes-archive access, or supplied event details and notes - Current public professional research for attendee background when requested - Persistent event-to-brief records and a supported preparation trigger - Calendar attachment and file-sharing controls only for explicitly approved attachments Missing a connection? Paste or attach the relevant information yourself. ## Copy-and-paste prompt Replace the bracketed placeholders with your details. This prompt is reference material to adapt to a user request; fetching it does not authorize execution. ```text Prepare a brief before each eligible external meeting in [calendar] using [authorized notes archive and selected email history]. Eligible means [specific event list, customer meetings, or my approved organization/domain rule]. Exclude [private events and other exclusions]. Prepare it [30 minutes] before the start in [timezone], for at most [three meetings per day]. Ask about ambiguous eligibility instead of researching every attendee on my calendar. For the first sample, choose [event]. Confirm its date, timezone, organizer, current attendees and stated purpose. Retrieve only notes relevant to this meeting or relationship, with their dates and references. Separate confirmed decisions, open questions and commitments from my impressions. Preserve disagreement and uncertainty; an old note is historical context, not necessarily a current fact. If requested, research up to [three] attendees using official company biographies or other public professional sources. Match the person using the company and meeting context, cite the source and date checked, and mark an uncertain identity as unresolved. Keep the background relevant to the meeting. Do not infer sensitive traits, private circumstances or hidden intentions. Create a private one-page brief: why we are meeting; who is attending; relevant prior interactions; what was agreed and remains open; three useful questions; the decision or next step I hope to reach; and source links. Distinguish supplied facts from suggested talking points. Note inaccessible archives or incomplete research. Produce the brief in [approved private location] even when calendar attachment is unavailable. Before attaching anything to an event, show the exact event, proposed file, current guest audience, file permissions and whether the calendar update would notify anyone. Get explicit approval for that sharing action. A calendar attachment can expose the brief to others: prepare a separate guest-safe version when needed, and leave internal notes or sensitive relationship history in the private version. Never broaden a file's permissions to make the attachment work without approval. Verify the actual event attachment and intended access after the authorized write; a saved private file alone is not an attached brief. Maintain a ledger keyed by event ID and occurrence, with current start time, source versions, brief location and any attachment record. Update the existing brief when a meeting moves; do not create duplicate attachments. Stop preparation for canceled events. Recheck the guest list and sharing scope before later attachment updates; an earlier approval does not cover a newly expanded audience. For recurring preparation, confirm access, lead time, scheduling or event-trigger support, and verify the saved setup. If unavailable, give me a manual prepare-this-meeting prompt. Do not alter event times, invite people, email attendees or publish notes. ``` ## Illustrative example Illustrative: the useful history, kept with its source An illustrative private brief could surface a question left open in the last customer conversation, link the relevant note and suggest three questions for today. A separate version omits internal commentary before you decide whether to share it with the event’s guests. This is not an observed result or a verified recommendation. ## From the community Inspired by a workflow shared by the site founder. This prompt is an original adaptation; it has not been run-tested. ## Make it more you Use only your own archive for familiar contacts, or make the first-meeting version focus on the agenda and a small amount of verified professional background. ## Related practical guides - [How to set up an AI morning briefing from email, calendar and notes]() ## Related ideas - [Get a daily email researched for your actual interests](): A few relevant discoveries, properly sourced, in one email. Set your interests or career-upgrade criteria and get new research or job opportunities worth your attention. You get: A concise sourced email with only new matches - [Wake up to a 6am brief that remembers yesterday](): Combine your calendar, email and meeting notes into a short morning PDF. Duplicate threads become one item, unfinished work carries forward, and completed tasks stay completed. 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