| name | meeting-prep |
| category | kumite-task |
| description | Produce a brief, agenda, and pre-reads for an upcoming meeting from scattered context (prior decks, threads, emails, last meeting's recap). Use 24–48h before any meeting that warrants a decision. Triggers: "prep for tomorrow's meeting", "need a brief", "build the agenda", steerco prep. |
Meeting Prep
A great meeting is decided before it starts. Copilot is excellent at producing the prep that makes that possible.
Quick Reference
| Output | Length | Purpose |
|---|
| Brief | ≤200 words | Situation · decisions needed · options · risks |
| Agenda | One line per item | Time budget · decision driven |
| Pre-reads | One sentence each | What to read · why · where |
When to Use
- 24–48h before any decision-making meeting.
- Steerco, board, exec offsites, kickoffs.
- Recurring meetings where last week's recap and this week's data are the inputs.
How to Use
- Frame intent: meeting purpose, decisions needed, attendees, time budget.
- Gather context: last 2–3 related artifacts (recap, deck, status).
- Ask Copilot for three outputs in this order:
- Brief (≤200 words): situation, decisions to make, options on the table, risks.
- Agenda with time budget per item and the decision each item drives.
- Pre-read list with one-sentence summaries.
- Verify owners and dates against source. Strip anything Copilot guessed.
Examples
| Don't: Weak prep | Do: Strong prep |
|---|
| Agenda: "Q3 update · open discussion" | Agenda: "Q3 reforecast — decide approve/revise (15min) · top risk — decide accept/escalate (10min)" |
| Pre-reads: "see attached deck" | Pre-reads: "Deck (slide 4 = ask) · Risk register (rows 2,5,7) · Customer note (1 page)" |
| Brief mentions everyone | Brief names the decision-maker explicitly |
| Letting Copilot invent attendee positions | Strip; verify; ask if uncertain |
Critical Rules
- Every agenda item drives a decision. If not, it's a status update, not a working meeting.
- Pre-reads cap at 2 pages. More = unread.
- Verify attendee positions before stating them. "Priya supports X" without source is a hallucination.
- 24–48h lead time. Same-day prep gets skipped.
Common Pitfalls
- Sending an agenda with no decisions on it.
- Pre-reads that are longer than the meeting.
- Letting Copilot invent attendee positions ("Priya supports X").
- Inviting more people than needed — every extra invitee dilutes the decision.
- No time budget per item -> agenda overruns.
Anti-Patterns
- Sending an agenda with no decisions on it. That's a status meeting, not a working meeting.
- Pre-reads that are longer than the meeting. Cap at 2 pages.
- Letting Copilot invent attendee positions ("Priya supports X"). Strip and verify.
- Brief that buries the decision under context.
Verify Before Sending
Related
