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AI Meeting Preparation Agent Development
Walk in knowing the account
An agent that prepares people for meetings with customers.
An agent that prepares people for meetings with customers. Before each one it assembles what happened on the account, who is attending, what is open and what was promised last time, and delivers a short brief with questions worth asking.
The ten minutes before a meeting are spent searching. The last email thread, the notes from the previous call, the ticket someone mentioned. Half is found, and the meeting opens with "remind me where we left off". The customer notices. Everything needed existed in the CRM, the mailbox and the help desk. Nobody had time to read it together.
This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the sourced account research from our outreach preparation demonstration and the access rules from our internal knowledge demonstration. Reading calendars, mailboxes and CRM history into one brief is not built.
How One Request Moves Through
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Meeting found
Tomorrow's calendar shows a quarterly review with a customer.
History gathered
The last review's notes, the emails since and the account's orders are collected.
Attendees checked
One attendee is new. Their role is found on the company's website, with the link.
Open items listed
Two tickets are open and one promised report was never sent.
Questions suggested
The brief suggests asking about the new attendee's priorities and the overdue report.
Brief delivered
The account manager receives one page the evening before, with links to every source.
Six jobs it carries through
Calendar watch
Knows which meetings need a brief.
- Reads the calendars you include
- Recognises external meetings
- Works to your lead time
- Skips meetings you exclude
Account history
Gathers what happened so far.
- Last meetings and their outcomes
- Recent emails on the account
- Deals, orders or contracts
- Changes since the last meeting
Attendee context
Says who will be in the room.
- Role and history with your company
- Earlier conversations with them
- First-time attendees flagged
- Public information from approved sources
Open items
Lists what is unresolved.
- Open tickets and complaints
- Promises made and not yet kept
- Invoices or renewals coming up
- Who owns each item
Suggested questions
Proposes what to ask.
- Based on the open items
- Based on what changed
- Marked as suggestions
- A few, not a list
Brief delivery
Delivers one page, on time.
- Where the attendee already works
- Short enough to read in two minutes
- Sources linked for detail
- Updated if something changes
What We Need to Scope This
- The process as it runs today, in a few lines.
- The systems it touches, for example calendar, CRM, mailbox, help desk.
- Rough monthly volume, and who approves what.
Six Things That Slow This Down
Preparation by search
Ten minutes of looking through four tools before every call.
Promises forgotten
The customer remembers what was agreed last time, and your team does not.
Unknown attendees
A new name on the invitation, and nobody knows their role.
Open issues as a surprise
The customer raises a ticket the account manager had not seen.
Notes locked with one person
The colleague who knows the account is on leave.
Briefs that are too long
A document nobody reads in the time available.
Where It Connects
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Calendar
- Microsoft 365
- Google Workspace
CRM
- Accounts, contacts, deals and past notes
Mailbox
- Email threads on the account, within your access rules
Help desk
- Open tickets and complaints
Billing
- Invoices, renewals and contracts
Research
- Approved public sources for new attendees
It Reads What the Attendee May Read, and Nothing More
A brief pulls from mailboxes, tickets and deals, so access matters. The agent uses only records the person receiving the brief is already allowed to see, and it leaves out meetings and mailboxes you exclude.
Everything in the brief links to its source. Suggestions are labelled as suggestions. The agent does not join the meeting, send anything to the customer or update a record.
- Only records the attendee may see
- Excluded meetings never read
- Every item links to its source
- Suggestions labelled as such
- No messages to the customer
- No changes to records
Asked Before the First Call
This agent works before the meeting and produces a brief. The notes agent works after it: decisions, tasks and the follow-up message. One's output is the other's input at the next meeting.
Prospect research looks outward, at a company you do not know yet, from public sources. Meeting preparation looks inward, at your own history with a customer: emails, tickets, deals and past notes.
No. It reads the mailboxes and calendars you include, for the accounts involved, and builds each brief only from records its recipient may already see. What is in scope is a setting you control.
Not as software yet. This page describes a proposed workflow. It would reuse the sourced account research from our outreach preparation demonstration and the access rules from our internal knowledge demonstration. Reading calendars, mailboxes and CRM history into one brief is not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.
Try It on Next Week's Customer Meetings
Pick five. We will show the brief each attendee would have received, and you can judge what was worth knowing.