Meeting preparation brief

Use an automation when the same preparation job should create a separate packet for each occurrence. Use an agent when one named account partner should maintain a longer-running relationship and conversation.

Connect the approved sources

Use a project that can read the meeting schedule and the systems containing account history, recent communication, and open work. Activate only the credentials needed for the brief. Where operation controls are available, keep calendar, messaging, and customer-record writes ask-gated unless updating them is explicitly part of the reviewed workflow; otherwise use read-only credentials.

Write packet instructions

Define the meeting selection window and require:

• attendees and meeting purpose;
• recent decisions and commitments;
• open risks or unresolved questions;
• relevant account or project changes;
• a short suggested agenda;
• links or citations to each source; and
• a visible note for missing or stale data.

Tell the automation to produce no packet when no qualifying meeting exists, and never to infer confidential context from unrelated projects.

Test and schedule

Keep the automation manual and test one meeting with rich context, one with sparse context, and a day with no qualifying meeting. Check that inaccessible data is labeled rather than silently omitted.

Once reliable, schedule it early enough for human review. A daily schedule can prepare all meetings inside a defined look-ahead window; a one-time run is better for an exceptional meeting. Review the first packets for source quality and repeated boilerplate before widening access.