Prepare for a meeting

By the end of this guide, an agent writes a one-page brief for your next meeting from the invite, your recent email with the attendees, the CRM record and your Drive files, on request or every weekday before your meetings.

Who it’s for

Account managers and sales reps who prepare for customer calls.
Executives and their chiefs of staff who want a short note before each external or board meeting.
Anyone who opens five apps before a call to remember where things stand.

What you’ll set up

Piece	What it does	Needed?
Connectors	Let the agent read your calendar, email and CRM	Yes, for the full brief
Task	Writes the brief for one meeting	Yes
Skill	Keeps the brief’s sections and length the same every time	Recommended
Agent	Holds the skill, the connectors and the permissions	Recommended for the scheduled version
Automation	Writes tomorrow’s briefs every weekday	Optional

Which apps you can use depends on what your organization has set up. Common ones are a calendar app (such as Google Calendar or Outlook), an email app (such as Gmail or Outlook) and a CRM (such as Salesforce or HubSpot). In the composer’s Connectors list, an app marked Ask an admin hasn’t been set up for your organization yet, so an admin has to turn it on. See Connector status.

The brief is written on request or on a schedule you set. An automation you create on the Automations page can’t start from a new calendar event, so to have a brief ready each morning, use a weekday schedule (step 8).

Steps

Connect your apps. In the composer, click the Connectors icon. Pick your calendar, email and CRM apps. If one shows Connect, click it and sign in. If it shows Ask an admin, ask your admin, and attach an export or notes from Drive in the meantime.
Gather your files. Keep account files in one Drive folder, for example “Juniper Outdoor Co.”, with past proposals, the last QBR deck and call notes. See Drive.
Open the composer and pick the output. Go to Home, pick a workspace, click Make and choose Document.
Write the brief. Name the meeting and say what you want out of it. For example:

Prepare me for tomorrow’s 10:00 call with Juniper Outdoor Co. Read the invite on my calendar, my email with the attendees from the last 60 days, the Juniper account and open opportunities in the CRM, and the files in @Juniper Outdoor Co. Write a one-page brief: who is attending and their roles, where things stand, open questions and promises we made, risks, and the three things I want to leave the call with. Cite where each point comes from. Save it to the Juniper Outdoor Co. folder.
Mention the apps and the folder. The apps you picked in step 1 are already in the brief as mentions. Type @ to mention the Drive folder.
Send it and answer approvals. Press Enter. Depending on the agent’s permissions, it may ask before it uses each connected app. Click Allow once, or open the menu beside it to allow more for this task. See Answer approvals.
Read the brief. Open it from the task or with Open in Drive. Check names, dates and numbers before the meeting. Reply in the task to change it, for example “Add the last three support tickets they opened.”
Run it every weekday (optional). Once the task gives a good brief, go to your workspace’s Automations and click Create automation. Under Agent, pick an agent that has your calendar, email and CRM on its Setup tab. Under Instructions, write for example:

Find my meetings tomorrow with anyone outside our company. For each one, write a one-page meeting brief using the Meeting brief skill. Save each brief to Drive > Meeting briefs, named ” .docx”. Don’t send any email.

Click Add trigger > Schedule, choose Weekdays and an afternoon time in your time zone. See Automations.

Make it a skill

Save the brief’s format as a skill so every brief reads the same. Follow Create a skill, then paste text like this into the body:

# Meeting brief

Use this when someone asks you to prepare them for a meeting, or to brief
them on tomorrow's meetings.

## Steps
1. Read the calendar event: title, time, attendees and any agenda or
   attached files.
2. Search email for threads with the attendees from the last 60 days.
3. If a CRM is connected, read the account, its open opportunities and the
   last logged notes.
4. Read any Drive files the user named or that the invite links to.
5. Write the brief, one page at most:
   - Meeting: title, time, and the goal in one sentence
   - Attendees: name, role, and the last time we spoke with them
   - Where things stand (three bullets)
   - Open questions and promises we made, with dates
   - Risks
   - Three things to leave the meeting with
6. Save it as a .docx named "<Company> <meeting date>".

## Rules
- Say where each point comes from: the email subject and date, the CRM
  record, or the file name.
- If a source isn't connected or returns nothing, say so in one line.
  Don't guess.
- Read only. Never send email, accept invites or change CRM records.

Tips

Start from a ready-made agent. Go to Agents > Starting points. “Chief of staff” works from your inbox and calendar and can write a prep note the evening before a meeting. “Account researcher” writes pre-call briefs from the invite, the CRM and public sources. Click Use to create your own copy, then add the Meeting brief skill. See Create an agent.
Set permissions for reading, not sending. For the agent you schedule, open Permissions and allow Using connected apps so runs don’t stop to ask, or use Ask for apps for on-request briefs so it asks first. Agents that can send email can do it without asking on Full access, so check the preset before you share the agent. See Agent permissions.
Say “Don’t send any email” in the instructions. The brief only needs to read.
Check whose account the agent uses. Most apps make each person sign in, so the brief shows what the person who runs it can see. See Give a connector to an agent.
Test as a task before you schedule. Check the first few weekday runs under Runs and fix the instructions with Edit.

Next steps

Connectors: connect your calendar, email and CRM, and what each status means.
Create an agent: set up a team agent with the right connectors and preset.
Automations: run the brief every weekday.
Connectors for admins: how an admin turns an app on for the organization and its workspaces.