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---
name: meeting-intelligence
description: Prepare for meetings by gathering context and creating comprehensive agendas
---
## Overview
The Meeting Intelligence skill prepares you for productive meetings by automatically gathering relevant context, analyzing past interactions, and creating comprehensive meeting agendas. It helps ensure you enter meetings informed and prepared.
## When to Use
Use this skill when you need to:
- Prepare for important meetings
- Gather context about attendees and topics
- Create comprehensive meeting agendas
- Review past interactions with participants
- Identify potential discussion points and blockers
- Prepare background materials for meetings
## Features
- **Context Gathering**: Automatically collects relevant documentation and past interactions
- **Attendee Analysis**: Gathers information about meeting participants
- **Agenda Creation**: Generates structured meeting agendas with timing
- **Background Materials**: Compiles reference materials and context documents
- **Risk/Blocker Identification**: Surfaces potential issues to address
- **Decision Tracking**: Monitors previously made decisions relevant to the meeting
## Requirements
- **Notion API Access**: For retrieving documentation and meeting history
- **Calendar Integration (Optional)**: To pull meeting details
- **Context Database**: Notion database with relevant background information
- **Team Database**: Directory of team members and their expertise areas
## Implementation Details
This skill leverages Notion as a knowledge base to:
1. Search relevant documentation and past meetings
2. Analyze attendee profiles and expertise areas
3. Identify agenda items based on historical context
4. Create structured agenda pages in Notion
5. Compile background materials and references
6. Track follow-up items from previous meetings
### Meeting Preparation Workflow
```
Meeting Request
↓
Extract Meeting Details
↓
Search Relevant Context
↓
Analyze Attendees
↓
Identify Agenda Items
↓
Compile Background Materials
↓
Create Comprehensive Agenda
↓
Output: Prepared Meeting Document
```
## Example Use Cases
1. **Executive Status Meeting**
- Gathers recent project updates, metrics, and blockers
- Creates agenda aligned with executive focus areas
- Prepares data and trend analysis
2. **Client Meeting**
- Compiles project history, agreements, and past discussions
- Identifies open items and next steps
- Creates agenda addressing client concerns
3. **One-on-One**
- Gathers feedback, performance notes, and career development info
- Creates agenda with growth and feedback discussion
4. **Cross-functional Planning**
- Collects input from all stakeholders
- Identifies dependencies and potential conflicts
- Creates comprehensive coordination agenda
## Configuration
```env
NOTION_API_TOKEN=your_token_here
MEETING_DATABASE_ID=your_database_id
CONTEXT_DATABASE_ID=your_context_database_id
ATTENDEE_DATABASE_ID=your_attendee_database_id
```
## See Also
- [Knowledge Capture](/skills/knowledge-capture) - For documenting meeting outcomes
- [Research Documentation](/skills/research-documentation) - For background research
- [Spec to Implementation](/skills/spec-to-implementation) - For meeting-driven implementation planning
- [Notion Database Documentation](https://developers.notion.com/reference/database)

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# Meeting Intelligence - Evaluation Scenarios
Test scenarios for validating meeting preparation and agenda creation.
## Running Evaluations
1. Provide meeting context (topic, attendees, date)
2. Request meeting preparation
3. Verify output includes:
- Comprehensive agenda with timing
- Relevant background context
- Prepared materials
- Discussion talking points
## Evaluation Criteria
**Agenda Quality**
- Clear objectives for each item
- Realistic timing allocations
- Logical flow and progression
- All necessary topics covered
**Context Gathering**
- Relevant background retrieved
- Stakeholder information included
- Previous decisions/discussions referenced
- Potential issues surfaced
**Practicality**
- Agenda ready to use immediately
- Materials referenced are accessible
- Talking points are specific
- Decision points clearly identified
## Test Scenarios Included
- Executive status meeting
- Cross-functional planning session
- 1-on-1 conversation prep
- Client meeting preparation
- Sprint planning meeting

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# Meeting Intelligence - Agenda Structure Guide
## Professional Agenda Format
A well-structured meeting agenda serves as both a preview for participants and a guide for the meeting facilitator.
### Essential Components
**1. Header Information**
```
Meeting: [Clear, Descriptive Title]
Date: [Date and Time with Timezone]
Duration: [e.g., 60 minutes]
Location/Link: [Physical location or Zoom link]
Organizer: [Who's running the meeting]
```
**2. Purpose Statement**
Clear, 1-2 sentence description of why this meeting exists and what success looks like.
**3. Attendees**
- Required attendees with roles
- Optional attendees
- Guest speakers (if any)
**4. Pre-Read Materials**
- What should attendees review before the meeting
- Location/links to key documents
- Time to review suggested (e.g., 10 minutes)
### Agenda Items Template
For each agenda item, include:
```
## [Time] - [Topic Title]
**Purpose:** Why are we discussing this?
**Key Questions:** What do we need to decide/understand?
**Owner:** Who is leading this discussion?
**Expected Outcome:** What should we have when done?
**Materials:**
- [Link to relevant doc]
- [Link to data/metrics]
```
### Timing Guidelines
**Total meeting time: 60 minutes**
| Duration | Time per Item | Type | Example |
|----------|--------------|------|---------|
| 30 min | 5-7 min | Status update | Updates from team |
| 60 min | 10-15 min | Decision | Technical approach choice |
| 90 min | 15-20 min | Deep dive | Specification review |
| 120 min | 20-30 min | Planning | Sprint planning |
**Rule of Thumb:** Each agenda item should take 30% longer than you think to avoid rushing.
### Different Meeting Types
#### Executive Status Meeting
```
- Quick wins/metrics (5 min)
- Blockers/risks (10 min)
- Key decisions needed (10 min)
- Q&A (5 min)
```
#### Sprint Planning
```
- Goal review & context (10 min)
- Backlog review (20 min)
- Capacity planning (15 min)
- Sprint goal finalization (10 min)
- Q&A (5 min)
```
#### 1-on-1 Conversation
```
- How are you doing? (5 min)
- Work update (10 min)
- One development area (10 min)
- Support/help needed (5 min)
```
#### Cross-functional Kickoff
```
- Project overview (10 min)
- Success criteria (10 min)
- Team roles (10 min)
- Timeline/milestones (10 min)
- Q&A (10 min)
```
### Internal Pre-Read vs. External Agenda
**Internal Pre-Read (Team Only)**
- Honest assessment and context
- Sensitive business information
- Detailed background
- Strategic rationale
- Concerns and risks
**External Agenda (All Participants)**
- Focused objectives
- Clear decisions needed
- Professional tone
- Time allocations
- Preparation requirements
### Creating Effective Agendas
**Do:**
✓ Include time allocations
✓ State clear objectives for each item
✓ Link to relevant materials
✓ Designate topic owners
✓ Leave buffer time
✓ End with clear next steps
**Don't:**
✗ Create vague agenda items ("Miscellaneous")
✗ Overload meetings with too many topics
✗ Forget time allocations
✗ Create agendas without objectives
✗ Ignore pre-read materials
✗ Skip attendee confirmations
### Post-Meeting Update
After the meeting:
```
## Decisions Made
- [Decision 1 and rationale]
- [Decision 2 and rationale]
## Action Items
| Owner | Task | Deadline |
|-------|------|----------|
| | | |
## Next Meeting
- Date/Time:
- Purpose:
- Tentative Topics:
```
### Agenda Best Practices
1. **Share Early**: Send 24+ hours before meeting
2. **Collaborative**: Encourage attendees to suggest additions
3. **Time-Boxed**: Be realistic about timing
4. **Prioritized**: Put critical items first
5. **Flexible**: Build in buffer for important discussions
6. **Connected**: Link to related materials and decisions
7. **Documented**: Keep for future reference