meeting-prep

name	meeting-prep
description	Prepare for meetings by gathering context from the knowledge base and calendar. Use when the user asks to prep for a meeting or wants a briefing on upcoming meetings. Creates personalized briefings with attendee history, open items, and suggested talking points.
license	Apache-2.0
metadata	{"version":"3.12.0","author":"forwardimpact"}

Meeting Prep

Help the user prepare for meetings by gathering context from the knowledge base and calendar. Creates personalized briefing documents with attendee history, open items, and suggested talking points.

Trigger

Run when the user asks to prep for a meeting, or wants a briefing on upcoming meetings.

Prerequisites

• Calendar data synced in ~/.cache/fit/outpost/apple_calendar/
• Knowledge base populated (from extract-entities skill)

Inputs

• ~/.cache/fit/outpost/apple_calendar/*.json — calendar events
• Knowledge/People/*.md — attendee context
• Knowledge/Organizations/*.md — company context
• Knowledge/Projects/*.md — project context
• Knowledge/Priorities/*.md — active priorities and strategic context for framing
• Knowledge/Candidates/*/brief.md — candidate context (for interview meetings)
• Knowledge/Roles/*.md — role/requisition context (for interview meetings); check the **Status:** field to distinguish active from historical reqs

Outputs

• Meeting brief printed to the user (not saved to a file)

---

Critical: Always Look Up Context First

BEFORE creating any meeting brief, you MUST look up the attendees in the knowledge base.

When the user asks to prep for a meeting:

1. STOP — Do not create a generic brief
2. SEARCH — Look up each attendee: rg -l "Attendee Name" Knowledge/
3. READ — Read their notes: cat "Knowledge/People/Attendee Name.md"
4. UNDERSTAND — Extract role, organization, history, open items
5. THEN BRIEF — Create the meeting brief using this context

Key Principles

Ask, don't guess:

• If unclear which meeting, ASK
• If multiple upcoming meetings, offer choices
• WRONG: "Here's a generic meeting prep template"
• RIGHT: "I see meetings with Sarah (2pm) and John (4pm). Which one?"

Be thorough, not generic:

• Include specific history, open items, and context from knowledge base
• Reference actual past interactions and commitments

Processing Flow

Step 1: Identify the Meeting

Use the calendar query script to find upcoming meetings:

# Next 2 hours of meetings as JSON
node .claude/skills/sync-apple-calendar/scripts/query.mjs --upcoming 2h --json

# Today's full schedule
node .claude/skills/sync-apple-calendar/scripts/query.mjs --today

If "prep me for my next meeting":

• Query upcoming events with --upcoming 2h
• Find the next meeting with external attendees
• Confirm with user if unclear

Step 2: Parse Calendar Event

Extract: summary, start/end time, attendees (names and emails), description.

Step 3: Gather Context from Knowledge Base

For each attendee:

rg -l "attendee_name" Knowledge/People/
rg -l "attendee_email" Knowledge/People/
cat "Knowledge/People/Attendee Name.md"
cat "Knowledge/Organizations/Their Company.md"
rg -l "attendee_name" Knowledge/Projects/

Extract: role/title, company, key facts, previous interactions, open items.

Also check Knowledge/Priorities/ for context relevant to the meeting topic — e.g. if the meeting is about hiring, surface the relevant hiring Priority's status and progress.

Step 4: Create Meeting Brief

Format:

Meeting Brief: {Attendee Name}
{Time} today / {Company}

About {First Name}
{Role at company}. {Key background — 1-2 sentences}. {What they focus on}.

Your History
- {Date}: {Brief description of interaction/outcome}
- {Date}: {Brief description}
- {Date}: {Brief description}

Open Items
- {Action item} (they asked {date})
- {Action item}

Suggested Talking Points
- {Concrete suggestion based on history}
- {Reference relevant entities with [[wiki-links]]}

Guidelines:

• Use [[Name]] wiki-link syntax for cross-references
• Keep "About" section to 2-3 sentences max
• History: reverse chronological, 3-5 most relevant items
• Talking points: concrete, not generic
• If no notes exist for a person, mention that and offer to create one

Interview Meeting Context

When preparing for interview meetings (title contains "Interview", "Screening", "Decomposition", "Panel", or a candidate name from Knowledge/Candidates/):

1. Read the candidate brief: Knowledge/Candidates/{Name}/brief.md
2. Read the Role file: Look up the Req field and read the corresponding Knowledge/Roles/*.md file; check the **Status:** field for context.
3. Include in the briefing:
   • Candidate's current status, skills, and screening recommendation
   • Role context: hiring manager, domain lead, remaining positions
   • Other candidates on the same requisition and their statuses (from the Role file's Candidates table)
   • Previous interview assessments if this is a second/later stage
   • Panel brief if one exists (panel.md)
4. Format as a dedicated section:

## Candidate: {Name}
**Role:** {Title from Role file} | **Req:** {req number}
**Hiring manager:** {name} | **Domain lead:** {name}
**Status:** {current pipeline status}
**Screening:** {Interview / Interview with focus areas / Pass}

### Pipeline for this req
- {N} candidates total, {N} interviewed, {N} remaining positions

### Key strengths
- {from screening.md}

### Focus areas for this interview
- {from screening.md or panel.md}

Constraints

• Only prep for meetings with external attendees
• Skip internal calendar blocks (DND, Focus Time, Lunch)
• For meetings with multiple attendees, create sections for each key person
• Prioritize recent interactions (last 30 days)