Meeting Prep Skill

Prepare nuDesk co-founders for business meetings through calendar integration, parallel engagement analysis, and adaptive discovery.

Autonomy Model

This skill minimizes round trips. Most preps complete with 0-1 questions.

• 1 meeting in next 24h — auto-select it, announce which one
• Multiple meetings — present list, ask user to pick (only required stop)
• User names a person or company (e.g., "prep for my call with Evan") — match by attendee name or title, skip the list
• Discovery questions — only asked when engagement history is thin (see Step 3)
• Brief output — deliver as markdown first, then create a Google Doc after user sign-off

Step 1: Calendar Check

Identify the meeting to prepare for.

Tools:

gws calendar +agenda --days 7

Logic:

1. If user specified a person/company, scan the agenda for a matching meeting (attendee name, title, or description). Auto-select on match.
2. If only 1 meeting in the next 24 hours, auto-select and announce: "Preparing for [title] with [attendees] at [time]."
3. If multiple meetings and no user hint, present the list and ask which one.
4. Once selected, get full meeting details:

gws workflow +meeting-prep

Extract: attendee names, email domains, meeting title, description, linked docs.

Step 2: Parallel Engagement Research

After meeting selection, launch all three tracks simultaneously as parallel operations. Do not run these sequentially.

Track A: Email History

gws gmail users messages list --params 'q=(to:kenny@nudesk.ai OR cc:kenny@nudesk.ai OR to:kenny@cintargroup.com OR cc:kenny@cintargroup.com) is:important {attendee name OR domain}'

Always include the base Gmail filter above. Append attendee names and/or company domain as additional search terms.

Look for: recent threads, open questions, commitments made, tone of relationship.

Read the top 3-5 most recent relevant messages for context.

Track B: HubSpot CRM

Use the HubSpot MCP tools:

• mcp__claude_ai_HubSpot__search_crm_objects — search contacts by attendee name/email, search deals by company name
• mcp__claude_ai_HubSpot__get_crm_objects — pull full contact or deal records for matches

Look for: deal stage, lifecycle stage, last interaction date, recorded notes, associated deals, owner.

Track C: Fireflies Meeting Transcripts

Use the Fireflies MCP tools:

• mcp__claude_ai_Fireflies__fireflies_search — search by attendee name or company
• mcp__claude_ai_Fireflies__fireflies_get_summary — get AI summary for matching meetings

Look for: past meeting topics, action items, decisions, follow-ups, relationship dynamics.

Synthesize Findings

After all three tracks complete, classify the relationship:

• New contact — no hits across email, HubSpot, or Fireflies
• Warm lead / prospect — some engagement but no active deal or client relationship
• Active client — ongoing engagement, active deals or projects
• Internal / partner — nuDesk team or close partner

Step 3: Conditional Discovery

Based on engagement depth, decide whether to ask questions:

Rich history (hits in 2+ tracks) — Skip questions. Generate brief from data.

Partial history (hits in 1 track, gaps in others) — Ask 1 targeted question to fill the gap:

• Have HubSpot deal but no recent emails: "What's the latest on [deal name]?"
• Have emails but no clear meeting objective: "What's your goal for this meeting?"
• Have Fireflies but nothing recent: "Has anything changed since your last conversation on [date]?"

No history (new relationship) — Ask up to 2 questions:

1. How did this meeting come about?
2. What outcome are you aiming for?

User provided context upfront — Extract what you can from their message. Only ask if something critical is missing (e.g., meeting objective is completely unclear).

Max questions in any scenario: 2.

Step 4: Additional Research (Parallel, Conditional)

Run these in parallel where triggered. Skip what's redundant with Step 2 findings.

Contact Directory Check (always run)

gws people people searchDirectoryPeople --params 'query={attendee name}' --params 'readMask=names,emailAddresses,organizations,phoneNumbers' --params 'sources=DIRECTORY_SOURCE_TYPE_DOMAIN_PROFILE'

Determines if attendees are internal (nuDesk/Cintar) vs external.

Company Research (new relationships and prospects only)

Use WebSearch for: company background, recent news, funding, key metrics, industry position.

Participant Bios (new contacts only)

Use WebSearch for: attendee backgrounds, roles, career history. Skip for people already in Kenny's working memory (see CLAUDE.md People table).

Step 5: Generate Meeting Prep Brief (Markdown Draft)

Generate the brief as markdown and present it to the user. This is the review draft before creating the Google Doc.

Adapt format based on relationship type:

For Prospects

## Meeting Prep Brief: [Company Name]

**Date:** [Day of week], [Month] [Day], [Year] | [Start time] - [End time] [TZ]
**Type:** [Meeting type — e.g., First consultation call (new prospect)]
**Meeting Objective:** [From discovery or inferred from context]

## Research & Engagement History

### Engagement History
- [Summary of prior interactions from email, HubSpot, Fireflies — or note if new relationship]

### Company Overview
[Company name] -- [One-line description, location, identifiers]
[Niche/focus areas]
[Scale/metrics]
[Differentiator]

### Participant Bios
[Name], [Title] -- [Key background, achievements, relevant context]

## Meeting Preparation

### Recommended Agenda
[Topic] ([time]) -- [Description]

### Key Talking Points
[Topic] -- [Explanation of why this matters and how to position it]

### What We've Built (Capabilities to Highlight)
[Capability name] -- [Description of what it does and why it's relevant]

### Discovery Questions
[Question]

### Expected Questions and nuDesk Responses
Q: [Expected question]
A: [Suggested response]

For Clients

Same structure but replace "Research & Engagement History" focus with current engagement status, recent deliverables, and open items. Replace "Discovery Questions" with "Questions for Client." Skip "What We've Built" unless demoing new capabilities.

For Network/Other

Simplify to: Date, Type, Meeting Objective, Engagement History, Participant Bios, Talking Points, Questions to Ask.

After presenting the markdown brief, ask the user: "Ready to create the Google Doc?"

Do not proceed to Step 6 until the user signs off. They may request changes to the brief content first.

Step 6: Create Google Doc

After user sign-off, create a formatted Google Doc in the Meeting Notes shared drive folder.

6a. Create the document

gws docs documents create --json '{"title":"Meeting Prep Brief: [Company Name]"}' --format json

Extract the documentId from the response.

6b. Move to Meeting Notes folder

The doc must be moved to the Meeting Notes (nuDesk) shared drive folder:

• Folder ID: 1dIPBQ--7uI9YEKn8DAq7ityBdcOa21cM
• Drive ID: 0APOefP_6ePhHUk9PVA

gws drive files update --params '{"fileId":"[DOC_ID]","addParents":"1dIPBQ--7uI9YEKn8DAq7ityBdcOa21cM","removeParents":"[CURRENT_PARENT_ID]","supportsAllDrives":true}' --format json

To get the current parent, read the file metadata first:

gws drive files get --params '{"fileId":"[DOC_ID]","fields":"id,parents","supportsAllDrives":true}' --format json

6c. Format the document with batchUpdate

Use gws docs documents batchUpdate to insert and format all content. The document must match this style structure (based on the established template):

Document formatting rules:

Content	Google Docs Style
Title (e.g., "Meeting Prep Brief: Convoy Home Loans")	TITLE (set by namedStyleType)
Metadata lines (Date, Type, Meeting Objective)	NORMAL_TEXT with bold label + normal value
Major sections (Research & Engagement History, Meeting Preparation)	HEADING_2
Subsections (Engagement History, Company Overview, Participant Bios, etc.)	HEADING_3
Bullet points	NORMAL_TEXT starting with -
Agenda items	NORMAL_TEXT — "[Topic] ([time]) -- [Description]"
Q&A pairs	NORMAL_TEXT — separate Q: and A: lines

Important formatting notes:

• Do NOT use markdown tables in the Google Doc. Convert "Expected Questions" to Q:/A: line pairs.
• Bold labels in metadata lines (e.g., Date:, Type:, Meeting Objective:) use updateTextStyle with bold: true.
• Insert blank lines between sections for readability.
• The title is set via insertText at index 1 + updateParagraphStyle with namedStyleType: TITLE.

batchUpdate request structure:

Build the requests array by inserting text bottom-up (insert from end to start so character indices don't shift). Alternatively, insert sequentially and track the running index.

gws docs documents batchUpdate --params '{"documentId":"[DOC_ID]"}' --json '{"requests":[...]}' --format json

Each request in the array is one of:

• insertText — {"insertText":{"location":{"index":N},"text":"content\n"}}
• updateParagraphStyle — {"updateParagraphStyle":{"range":{"startIndex":N,"endIndex":M},"paragraphStyle":{"namedStyleType":"HEADING_2"},"fields":"namedStyleType"}}
• updateTextStyle — {"updateTextStyle":{"range":{"startIndex":N,"endIndex":M},"textStyle":{"bold":true},"fields":"bold"}}

6d. Share the link

After creating the doc, share the Google Doc link with the user:

Doc created: https://docs.google.com/document/d/[DOC_ID]/edit

Tool Reference

Tool	Used In	Purpose
gws calendar +agenda	Step 1	List upcoming meetings
gws workflow +meeting-prep	Step 1	Full meeting details with attendees
gws gmail users messages list	Step 2A	Email search (always include base filter)
HubSpot MCP search_crm_objects	Step 2B	CRM contact and deal search
HubSpot MCP get_crm_objects	Step 2B	Full CRM record details
Fireflies MCP fireflies_search	Step 2C	Past meeting transcript search
Fireflies MCP fireflies_get_summary	Step 2C	AI meeting summaries
gws people people searchDirectoryPeople	Step 4	Internal vs external contact check
WebSearch	Step 4	Company and participant research
gws docs documents create	Step 6a	Create blank Google Doc
gws drive files update	Step 6b	Move doc to shared drive folder
gws docs documents batchUpdate	Step 6c	Insert and format doc content

Gmail Base Filter

All Gmail searches in this skill MUST prepend this filter:

(to:kenny@nudesk.ai OR cc:kenny@nudesk.ai OR to:kenny@cintargroup.com OR cc:kenny@cintargroup.com) is:important

Then append attendee-specific terms (name, domain, company).