Prepare for a week of external meetings
Gather participant background and relationship history before meetings on your calendar.
How this works
Gather participant background and relationship history before meetings on your calendar. Use this when a manager has several external meetings and needs a compact view of purpose, participants and prior commitments. The brief should emphasize the relationship's current work rather than collect an unrestricted personal dossier.
Combine the selected calendar events with permitted contact history and relevant public professional information. Resolve identities before adding background, distinguish facts from possible talking points, and produce one meeting card per event plus a weekly action list.
Before you start
Selected calendar window
Confirm the week, timezone and external meetings included.
Relationship records
Use permitted CRM notes, previous meeting summaries and current commitments.
Research boundaries
Limit public research to professional facts relevant to the meeting purpose.
Prepare the inputs
- events
- Required
event ID, dates, participants and agenda
Retain cancellations, tentative meetings and missing agendas.
- contact_records
- Required
verified professional identities and relationship IDs
Require more than a matching name for identity resolution.
- prior_history
- Required
dated notes, commitments and communications
Keep source access restrictions and freshness visible.
- preparation_goals
- Required
desired outcome and known questions
Do not invent negotiation authority or promised deliverables.
Implementation, step by step
Select the meetings
- Filter the agreed week and identify events with external participants.
- Normalize times and group repeat meetings for the same relationship.
Checkpoint: A complete meeting inventory is available.
Resolve participants
- Match calendar contacts to verified professional records.
- If using public sources, verify role and organization from relevant current evidence without inferring personal traits.
Checkpoint: Participant facts have source and confidence notes.
Recover relationship context
- Summarize recent commitments, open questions and material changes.
- Distinguish completed actions from merely discussed possibilities.
Checkpoint: Each meeting card has current relationship context.
Prepare questions and actions
- Draft a short objective, questions and documents worth reviewing.
- Assign preparation tasks only when ownership is already agreed; otherwise propose them.
Checkpoint: The manager can prepare without reading the full history.
Assemble the weekly brief
- Order cards by date and highlight overlapping preparation deadlines.
- Keep sensitive relationship details in the appropriate audience-specific version.
Checkpoint: The brief states its data cutoff and unresolved gaps.
Decisions along the way
Two people share a name
Omit unverified background and request identity confirmation.
Meeting has no agenda
Draft a purpose-clarification question and avoid speculative preparation.
Prior commitment is overdue
Highlight the evidence and owner without assuming the other party is dissatisfied.
What you will produce
weekly-meeting-brief.md
MarkdownA concise card for every selected external meeting.
Include: event_id · objective · participants · history · questions · gaps
preparation-actions.csv
CSVA list separating agreed work from proposed preparation.
Include: event_id · action · owner · due_date · status
Check the result
- Verify all selected meetings are included with correct timezone.
- Check professional identities against more than a name match.
- Confirm commitments have dated evidence and current status.
- Remove unrelated personal details and unsupported assumptions.
When something goes wrong
CRM history unavailable
Produce calendar-based cards with explicit context gaps.
Public role information conflicts
Show the conflict and use only verified meeting information.
Meeting is rescheduled
Refresh the affected card and its preparation dates.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Synthetic: prepare two partner meetings next week.
Inputs
Event M3 is Tuesday with contact C4; prior notes show a promised draft due Monday. Event M4 has an attendee name but no verified contact record or agenda.
Expected result
Synthetic result: M3 includes the draft commitment and a preparation reminder. M4 contains a purpose and identity clarification gap, not guessed professional background.
Run a small pilot
Start small
Prepare one week's brief for a single manager.
Record the baseline
Record preparation time and missed commitments in the manual process.
Agree success criteria
Agree relevance, identity accuracy and correction criteria before recurring use.
Stop or revise
Stop background enrichment when identity or access rights are uncertain.
Keep the scope clear
- Preparation does not authorize contacting participants or changing invitations.
- Use only professional information relevant to the meeting and permitted relationship records.
Check before using
Verify participant identities and flag missing information.
Business activities
- Coordinate meetings and follow-ups
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Calendar · CRM · Work conversations
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow