The problem: You jump from call to call. Then, five minutes in, you realize you forgot what this client asked for last time.
What you end up with: A one-page brief before each important meeting: who's attending, what you discussed last time, open items, and a few smart questions to ask.
What you'll need
Access to your calendar, plus the places where meeting context lives, like email, your CRM, or past notes. And a decision on which meetings deserve a brief.
Getting set up
Walking into meetings without the background you need? Here's how to tackle it, based on each tool's official docs. First, pick a tool. Gumloop lists meeting prep agents that pull attendees, accounts, and past context from your CRM, email, Slack, and the web. Lindy says it can share meetings with your team and run routines on a schedule. xAI says Grok Bots keep context on how you work and can save a workflow as a routine. Next, connect your calendar and only the sources the brief needs. Read-only access is enough. Then, pick the meetings to prep for, like anything with a client or prospect. And last, decide when the brief should land, like the night before.
Step by step
- Each evening, have the agent check tomorrow's calendar for meetings that need a brief.
- For each one, have it list the attendees and their company.
- Have it pull your last notes, emails, and open items with them.
- Ask it to add any public news about the company from the past month, with links.
- Have it suggest three questions to ask and one goal for the meeting.
- Have it send you the briefs in one message or doc.
- After the meeting, add your notes so the next brief starts there.
A prompt to start with
Copy this prompt, then make it your own. "For each meeting on my calendar tomorrow with someone outside my company, write a one-page brief: who's attending and their role, what we discussed last time and any open items, recent public news about their company with links, three questions to ask, and one goal for the meeting. Only use my notes, my email, and sources you can link. Write 'unknown' if you can't find something. Don't contact anyone."
What you'll get
One short brief per meeting, all delivered together before your day starts.
If something goes wrong
If briefs are too long, set a strict one-page limit. If it pulls up the wrong person, add the email domain to the search. If news is stale or off-topic, limit it to the past 30 days and the company's own site.
Keep in mind
Only use calendar, email, and notes you're allowed to use, and keep briefs private. The agent can mix people up, so double-check anything important before you bring it up in a meeting.
Sources
- Gumloop — official site (products, use cases, integrations)
- Lindy — official site (features, pricing, FAQ)
- Grok Bot — official product page (xAI)
Where each fact came from
- Recommended tools · checked Oct 28, 2026 · rechecked regularly — Gumloop — official site (products, use cases, integrations)
- Getting set up · checked Oct 28, 2026 · rechecked regularly — Gumloop — official site (products, use cases, integrations)
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