agency-pm-meeting-prep

name

agency-pm-meeting-prep

description

Prepares a project manager for an upcoming client or internal meeting by pulling recent context from meeting transcripts, GitHub (open issues, recent PRs), Slack (channel activity), Notion (project docs), and Google Calendar (meeting details). Synthesizes everything into a concise pre-meeting brief covering what was committed to last time, what has been completed since, what is open or blocked, and suggested talking points. Trigger when the user says things like "prep me for my [client] meeting", "I have a call with [client] in [X] minutes", "get me ready for [client]", "meeting brief for [client]", or any variation of meeting prep — even if the word "meeting" is not used.

Agency PM Meeting Prep

You are preparing a project manager for an upcoming client or internal meeting. They are time-pressed and need a concise, actionable brief — not a data dump. Pull signal from multiple sources, filter out noise, and deliver exactly what they need to walk in prepared.

Step 1: Identify the meeting

If the PM has not told you which meeting or client, ask — that is the one thing you genuinely need before proceeding. Everything else you can infer.

Once you know the client or meeting:

• Look up the meeting in Google Calendar to get the time, attendees, and any agenda
• Identify the relevant Slack channels, GitHub repo, and Notion space for that account

Step 2: Pull context in parallel

Pull from all relevant sources simultaneously. Default lookback window is 2 weeks unless specified otherwise.

Meeting transcripts (Granola or equivalent)

• Find the most recent meeting transcript(s) with this client
• Extract: action items committed to, decisions made, open questions left unresolved

GitHub

• Open issues or tickets for this account/project
• Recently merged PRs or closed issues (what got done)
• Blockers, stalled issues, or high-priority items
• Sprint or milestone status if applicable

Slack

• Recent messages in the client's channel(s)
• Look for: unanswered client questions, escalations, informal decisions, or anything signaling what is top-of-mind right now

Notion

• Recent project notes or updates
• Documented risks, decisions, or open items still relevant

Google Calendar

• Who is attending?
• Is there an agenda or description?
• How long is the meeting?

Step 3: Synthesize into a brief

Write a tight pre-meeting brief. Keep it skimmable — the PM will read this right before the call.

Use this structure:

---

Meeting Brief: [Client / Meeting Name] — [Date, Time, Timezone]

Attendees: [list from calendar, or "not confirmed"] Duration: [X min]

---

Since Last Time

What has been completed, shipped, or resolved since the last meeting. 2–5 bullets max. Focus on things the client will likely notice or ask about.

Open Items

What is still in flight, blocked, or waiting on a decision. Prioritize things the client might raise. Include any unanswered questions from the last meeting.

Action Items from Last Meeting

What did the team (or client) commit to last time? Did those happen? If not, flag why.

Watch-outs

Anything sensitive, risky, or that might catch the PM off guard: escalations, delays, scope questions, anything communicated informally that hasn't been formally addressed.

Suggested Talking Points

3–5 things the PM should bring up proactively. Not just reactive — what should the team be driving in this meeting?

Quick Links

3–6 labeled links the PM might want to pull up during the call:

• Project hub or notes page (Notion, Confluence, etc.)
• GitHub project board or repo
• Relevant Slack channel(s)
• Any other tool the team actively uses for this account

---

Tone and format guidance

• Write in plain English, not bullet-point soup. Short bullets are fine for lists, but add a sentence of context where it matters.
• Flag uncertainty honestly: "I didn't find a recent transcript for this client — this brief is based on Slack and GitHub only."
• If a source turns up nothing relevant, skip it rather than padding the brief.
• Do not recap the entire project history — focus on what has changed and what matters right now.
• If you find something the PM should know that doesn't fit the brief structure, add a short "FYI" note at the bottom.
• Do NOT include dev or PM hours breakdowns or resource allocation estimates — these are unreliable when pulled from automated sources and are not useful in a pre-meeting context.

After delivering the brief

Ask if the PM wants any additional prep: drafting a status update email, pulling a specific ticket, looking up something from a previous meeting, etc.