meeting prep briefs for outside calls, every weekday at 8

the message

every weekday at 8, for each meeting today with someone outside my organisation, prepare a brief in this chat. use the work calendar and work mailbox i named. treat the internal email domains i give you as internal; ask if the boundary is unclear. skip cancelled events and meetings with only internal attendees.

read the event and recent email threads with the outside attendees. give me:
- meeting time, purpose and attendees
- who each outside attendee is, only as stated in the event or email signatures
- the latest exchange and any explicit promise still open
- questions worth asking, separate from facts

include references to the event and relevant messages. say when you cannot find prior email or confirm someone's role. don't search unrelated personal mail, send anything or change the event.

when

every weekday at 8:00, reviewing today’s meetings against the calendar and internal domains you specify

needs

google calendar and gmail, or outlook calendar and mail; read-only access to the chosen work accounts

what comes back

an example, not a real run

14:30 call with priya at northstar works
purpose: review the draft support agreement, from the event description.
who: priya's latest email signature says operations lead. sam is also invited; no role found.
last exchange: priya asked whether weekend coverage is included. your latest reply promised to confirm.
open promise: coverage answer not found in the messages read.
questions to ask: which weekend hours matter to the team?
source notes: today's calendar event and the latest northstar works email thread.

make it yours

• define outside precisely: list your internal email domains and any partner domains you want treated as internal
• set a narrower mail window, such as the past month, if old conversations keep crowding out the current topic
• limit the brief to one screen: purpose, last exchange, open promise and a question
• exclude sensitive appointments by calendar or title rather than giving the bot every event you keep
• choose a weekday run time before your first outside call and check the routine card’s next runs and time zone

when it goes wrong

• it mixes up two people with the same name. require the attendee's exact email address when finding prior conversations, and keep uncertain matches out of the brief.
• a meeting changes after the morning review. ask the bot to refresh that brief before the call; the weekday 8:00 schedule does not automatically follow every calendar edit.
• there is no prior email. a short brief saying that is correct. supply your call notes if the last discussion happened elsewhere.
• the 8:00 briefs arrive late because the computer was asleep. a local run missed by less than 12 hours runs once when you return, which can be too late for morning preparation. check run history or use an always-on machine.

a small brief with a clear evidence boundary

this routine uses the event and mail you already have, not an invented profile of the person. google calendar provides event reads; see outlook if that is where your work account lives. gmail is another supported mailbox. keep each app read-only.

an email signature can be old, so say where a role came from rather than calling it verified current employment. if you need a whole day's overview instead, the daily briefing is a better shape. after sending the message, inspect the schedule card and next runs before relying on the first brief.