A meeting prep brief waiting for you before every call
You join calls with five minutes of scrolling through old emails. This prompt has your todo.is agent look at your Google Calendar, research each external attendee and their company, pull the history from your Gmail threads, and send you a one-page meeting prep brief with talking points and smart questions before the meeting starts.
The prompt
- Every weekday at [TIME], check my Google Calendar for today's meetings with people outside [MY COMPANY DOMAIN]. For each one, write a meeting prep brief: who is attending (role, company, LinkedIn or company page link), what their company does and any news from the last 3 months with sources, a summary of our past Gmail threads with them, open questions or promises from those emails, and the goal of this meeting from the invite. Then suggest 3 talking points and 3 questions to ask, based on [MY GOAL FOR THESE MEETINGS]. One page per meeting, plain bullets. Send it to [WHERE TO SEND] at least an hour before each meeting. Skip internal meetings.
What to change
- [TIME]: When to check, e.g. "7:00". Briefs arrive before each meeting.
- [MY COMPANY DOMAIN]: So internal meetings are skipped, e.g. "@lumenhealth.com".
- [MY GOAL FOR THESE MEETINGS]: e.g. "move deals to a signed pilot", "hire senior engineers" or "keep clients happy and spot upsells".
- [WHERE TO SEND]: Email, Slack, WhatsApp or Telegram.
Example result
- Meeting prep brief: Harborline Logistics, 11:00 to 11:45 (Zoom)
- Who is attending
- • Nadia Brooks, VP Operations. Joined Harborline in 2023 from a retail chain. Decision maker.
- • Sam Ortega, IT Manager. Will ask about integrations and security.
- • Kit Hall, Procurement. First time in the thread.
- About Harborline
- • Regional freight company, about 400 trucks, offices in three cities
- • Recent news: announced a new cold-storage hub (company press page, September)
- • Hiring 12 dispatchers right now (careers page), so manual scheduling is likely a pain
- History with us (Gmail)
- • First call on 2 September with Nadia. She liked the route dashboard demo.
- • You promised a security overview PDF. Sent on 9 September; Sam has not replied.
- • Nadia asked about pricing for 50 users on 30 September. You sent a quote; no answer yet.
- Goal of this meeting
- From the invite: "Pilot scope and next steps".
- Talking points
- • Tie the pilot to the new cold-storage hub: smaller scope, clear win
- • Answer Sam's likely questions on SSO and data storage up front
- • Bring the 50-user quote back with a 60-day pilot option
- Questions to ask
- 1. What would make the pilot a clear success for you in 60 days?
- 2. Who else needs to approve a purchase like this, and what do they care about?
- 3. Is anything in the security overview still open for your team?
- Watch out
- Kit from procurement is new. Expect questions about contract length and payment terms.
How to do it with todo.is
- Connect Google in todo.is so your agent can read your Calendar and Gmail.
- Copy the prompt, set your company domain, your goal and where to send the briefs.
- Paste it into todo.is. It runs every weekday and sends one brief per external meeting.
- Need a brief for just one meeting? Send your agent the meeting name and ask for a brief now.
Tips for a better result
- Put the purpose of the meeting in the invite. Your agent uses it to choose talking points.
- The most useful part is often your own history: promises you made and questions left unanswered.
- For sales calls, ask your agent to add the prospect's likely objections and a one-line answer for each.
- Check the facts on news items before you mention them in the meeting. Each one has a source link.
meeting prep brief: FAQ
- What should a meeting prep brief include? Who is attending and their roles, a short background on their company, your history with them, the goal of the meeting, and a few talking points and questions. One page is enough.
- How far in advance should I prepare for a meeting? For most meetings, 15 to 30 minutes of review on the day is enough if the brief is ready. Important pitches deserve a look the day before too.
- Can the agent read the attendees' LinkedIn profiles? It searches the web and reads public pages, such as company team pages and public profiles. It does not log into LinkedIn or see private information.
- Does it work for internal meetings? Yes. Remove "skip internal meetings" and ask it to summarize the related emails and docs instead of company research.
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