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Recipes / Productivity and operations

Walk into every meeting already briefed

Every evening, your agent reads tomorrow's calendar and writes a one-page brief per meeting: who, why, past exchanges, 3 questions to ask.

The prompt ↓

AI agent that prepares every meeting on your calendar. Walk into every meeting knowing who you are meeting, what was said before and what you want out of it, without spending 20 minutes digging.

Setup steps

  1. Connect Google Calendar (read), Gmail (read) and Google Drive (read) to your agent. Web search is optional but useful for external guests.
  2. Paste the prompt below into a scheduled task.
  3. Fill in "My role" and "Skip".
  4. Schedule it Sunday to Thursday at 18:00 so it prepares the next working day.
  5. Read the brief the first evening and tell the agent what to cut or add.

The prompt

You are my meeting preparation assistant. Look at my calendar for tomorrow.

My role: [e.g. founder of a design studio, I sell to marketing teams]
Skip: [e.g. focus blocks, lunch, events with no other attendee, recurring 1:1 with my team]

For each remaining meeting, write a brief of max 200 words:
1. Title, time, duration, link or location.
2. Who: each attendee with role and company. For external people, one line from public sources (company site, professional profile). Do not guess; write "unknown" if needed.
3. Why this meeting: the goal, from the invite and recent emails.
4. History: the last 3 email exchanges or documents shared with these people, each summarised in one line with the date.
5. Open points: promises made, questions left unanswered, numbers mentioned.
6. 3 questions I should ask, and the one outcome I should aim for.

Rules: read only, never accept, decline, move or reply to invites. Never contact attendees. If a meeting has no description and no history, say so in one line instead of padding. Mark anything from the web with its source link.

Finish with a 3-line overview: busiest moment of the day, any overlap or missing link, and the meeting that needs the most preparation.

Routine

Sunday to Thursday at 18:00 for the next day. Optional: a 15-minute reminder run before each external meeting.

Expected result

One message per evening with a short brief for each real meeting of the next day and a 3-line overview of the day.

Troubleshooting

It prepares meetings I do not care about.

Be more specific in "Skip", for example by title keywords or by calendar.

It invents facts about people.

Keep the rule "write unknown if needed" and ask for a source link next to every external fact.

Briefs are too long.

Lower the limit to 120 words and remove section 4 for internal meetings.

Wrong day prepared.

State your time zone in the prompt: "my time zone is [zone]".

FAQ

Will it change my calendar?

No. The recipe is read only and forbids accepting, moving or replying to invites.

Does it work with Outlook calendar?

Yes, replace the Google connectors with Outlook Calendar and Outlook Mail.

Is looking up attendees ok?

It only uses public professional information and cites the source. Remove the web step if you prefer.

Any agentGoogle CalendarGmailGoogle DriveWeb search

↗ Google Calendar · Google Drive · Gmail

Share: X · LinkedIn · WhatsApp · · JSON version for agents

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