meeting-prep

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.

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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

1. Frame intent: meeting purpose, decisions needed, attendees, time budget.
2. Gather context: last 2–3 related artifacts (recap, deck, status).
3. 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.
4. 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

• Each agenda item has a decision and a time budget.
• Pre-reads ≤ 2 pages total.
• No invented attendee positions.
• Decision-maker named for each decision.
• Sent 24–48h ahead.

Related

• meeting-recap, decision-memo, status-update
• outlook-connector, teams-connector
• verify-before-send