Meeting Intelligence
Prepares you for meetings by gathering context from Notion, enriching it with Claude research, and creating comprehensive meeting materials. Generates both an internal pre-read for attendees and an external-facing agenda for the meeting itself.
Quick Start
When asked to prep for a meeting:
Gather Notion context: Use Notion:notion-search to find related pages Fetch details: Use Notion:notion-fetch to read relevant content Enrich with research: Use Claude's knowledge to add context, industry insights, or best practices Create internal pre-read: Use Notion:notion-create-pages for background context document (for attendees) Create external agenda: Use Notion:notion-create-pages for meeting agenda (shared with all participants) Link resources: Connect both docs to related projects and each other Meeting Prep Workflow Step 1: Understand meeting context Collect meeting details: - Meeting topic/title - Attendees (internal team + external participants) - Meeting purpose (decision, brainstorm, status update, customer demo, etc.) - Meeting type (internal only vs. external participants) - Related project/initiative - Specific topics to cover
Step 2: Search for Notion context Use Notion:notion-search to find: - Project pages related to meeting topic - Previous meeting notes - Specifications or design docs - Related tasks or issues - Recent updates or reports - Customer/partner information (if applicable)
Search strategies: - Topic-based: "mobile app redesign" - Project-scoped: search within project teamspace - Attendee-created: filter by created_by_user_ids - Recent updates: use created_date_range filters
Step 3: Fetch and analyze Notion content For each relevant page: 1. Fetch with Notion:notion-fetch 2. Extract key information: - Project status and timeline - Recent decisions and updates - Open questions or blockers - Relevant metrics or data - Action items from previous meetings 3. Note gaps in information
Step 4: Enrich with Claude research Beyond Notion context, add value through:
For technical meetings: - Explain complex concepts for broader audience - Summarize industry best practices - Provide competitive context - Suggest discussion frameworks
For customer meetings: - Research company background (if public info) - Industry trends relevant to discussion - Common pain points in their sector - Best practices for similar customers
For decision meetings: - Decision-making frameworks - Risk analysis patterns - Trade-off considerations - Implementation best practices
Note: Use general knowledge only - don't fabricate specific facts
Step 5: Create internal pre-read Use Notion:notion-create-pages for internal doc:
Title: "[Meeting Topic] - Pre-Read (Internal)"
Content structure: - Meeting Overview: Date, time, attendees, purpose - Background Context: - What this meeting is about (2-3 sentences) - Why it matters (business context) - Links to related Notion pages - Current Status: - Where we are now (from Notion content) - Recent updates and progress - Key metrics or data - Context & Insights (from Claude research): - Industry context or best practices - Relevant considerations - Potential approaches to discuss - Key Discussion Points: - Topics that need airtime - Open questions to resolve - Decisions required - What We Need from This Meeting: - Expected outcomes - Decisions to make - Next steps to define
Audience: Internal attendees only Purpose: Give team full context and alignment before meeting
Step 6: Create external agenda Use Notion:notion-create-pages for meeting doc:
Title: "[Meeting Topic] - Agenda"
Content structure: - Meeting Details: Date, time, attendees - Objective: Clear meeting goal (1-2 sentences) - Agenda Items (with time allocations): 1. Topic 1 (10 min) 2. Topic 2 (20 min) 3. Topic 3 (15 min) - Discussion Topics: - Key items to cover - Questions to answer - Decisions Needed: - Clear decision points - Action Items: - (To be filled during meeting) - Related Resources: - Links to relevant pages - Link to pre-read document
Audience: All participants (internal + external) Purpose: Structure the meeting, keep it on track Tone: Professional, focused, clear
See reference/template-selection-guide.md for full templates.
Step 7: Link documents
1. Link pre-read to agenda:
- Add mention in agenda: "See
- Link both to project:
- Update project page with meeting links
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Add to "Meetings" section
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Cross-reference:
- Agenda mentions pre-read for internal attendees
- Pre-read mentions agenda for meeting structure
Document Types Internal Pre-Read (for team)
More comprehensive, internal context:
Full background and history Internal metrics and data Honest assessment of challenges Strategic considerations What we need to achieve Internal discussion points
When to create: Always for important meetings with internal team
External Agenda (for all participants)
Clean, professional, focused:
Clear objectives Structured agenda with times Discussion topics Decision items Professional tone
When to create: Every meeting
Agenda Types by Meeting Purpose
Decision Meeting: Meeting Details → Objective → Options (Pros/Cons) → Recommendation → Discussion → Decision → Action Items
Status Update: Meeting Details → Project Status → Progress → Upcoming Work → Blockers → Discussion → Action Items
Customer/External: Meeting Details → Objective → Agenda Items (timed) → Discussion Topics → Next Steps
Brainstorming: Meeting Details → Objective → Constraints → Ideas → Discussion → Next Steps
See reference/template-selection-guide.md for complete templates.
Research Enrichment Patterns
Beyond Notion content, add value through Claude's capabilities:
Technical Context: Explain technologies, architectures, or approaches. Provide industry standard practices. Compare common solutions. Suggest evaluation criteria.
Business Context: Industry trends affecting topic. Competitive landscape insights. Common challenges in space. ROI considerations.
Decision Support: Decision-making frameworks (e.g., RICE, cost-benefit). Risk assessment patterns. Trade-off analysis approaches. Success criteria suggestions.
Customer Context (for external meetings): Industry-specific challenges. Common pain points. Best practices from similar companies. Value proposition framing.
Process Guidance: Meeting facilitation techniques. Discussion frameworks. Retrospective patterns. Brainstorming structures.
Note: Use general knowledge and analytical capabilities. Don't fabricate specific facts. Clearly distinguish Notion facts from Claude insights.
Meeting Context Sources
Project Pages: Status, goals, team, timelines (most important) Previous Meeting Notes: Historical discussions, action items, decisions (recurring meetings) Task/Issue Database: Current status, blockers, completed/upcoming work (project meetings) Specifications/Designs: Requirements, decisions, approach, open questions (technical meetings) Reports/Dashboards: Metrics, KPIs, performance data, trends (executive meetings)
Linking Meetings to Projects
Forward Link: Add meeting to project page's "Meetings" section Backward Link: Include "Related Project" section in agenda with project mention Maintain bidirectional links for easy navigation
Meeting Series Management
Recurring Meetings: Create series parent page with schedule, meeting notes list, standing agenda, and action items tracker. Link individual meetings to parent.
Meeting Database: For organizations, use database with properties: Meeting Title, Date, Type (Decision/Status/Brainstorm), Project, Attendees, Status (Scheduled/Completed)
Post-Meeting Actions
Update agenda with:
Decisions: List each decision with rationale and owner Action Items: Checkbox list with owner and due date (consider creating tasks in database) Key Outcomes: Bullet list of main outcomes
Meeting Prep Timing
Day-Before (next-day meetings): Gather context → create agenda → share with attendees → allow review time Hour-Before (last-minute): Quick context → brief pre-read → basic agenda → essentials only Week-Before (major meetings): Comprehensive research → detailed pre-read → structured agenda → pre-meeting reviews
Best Practices Create both documents: Internal pre-read + external agenda for important meetings Distinguish sources: Label what's from Notion vs. Claude research Start with search: Cast wide net in Notion, then narrow Keep pre-read concise: 2-3 pages maximum, even with research Professional external docs: Agenda should be polished and focused Enrich thoughtfully: Claude research should add real value, not fluff Link documents: Pre-read mentions agenda, agenda mentions pre-read Include metrics: Data from Notion helps ground discussions Share appropriately: Pre-read to internal team, agenda to all participants Share early: Give attendees time to review (24hr+ for important meetings) Update post-meeting: Capture decisions and actions in agenda Advanced Features
Meeting templates: See reference/template-selection-guide.md for comprehensive template library
Common Issues
"Too much context": Split into pre-read (internal, comprehensive) and agenda (external, focused) "Can't find relevant pages": Broaden search, try different terms, ask user for page URLs "Meeting purpose unclear": Ask user to clarify before proceeding "No recent updates": Note that in pre-read, focus on historical context and strategic considerations "External meeting - no internal context": Create simpler structure with just agenda, skip internal pre-read or keep it minimal "Claude research too generic": Focus on specific insights relevant to the actual meeting topic, not general platitudes
Examples
See examples/ for complete workflows:
examples/project-decision.md - Decision meeting prep with pre-read examples/sprint-planning.md - Sprint planning meeting examples/executive-review.md - Executive review prep examples/customer-meeting.md - External meeting with customer (pre-read + agenda)