Smarter Week

How to automate it

How to automate “prepare briefing notes before my executive's meetings”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, a few times a week
60%
of the time can be automated
Easy
to set up

Fix 1 of 1

AI

Have AI draft the meeting brief from past emails and public info

Microsoft Copilot or Gemini can pull past emails and files about the attendees; a research mode can add public company news. You review and trim.

Typically saves about 50% of the time5 min to set up
  1. 1In Copilot or Gemini in Google Workspace, ask for a summary of recent emails and files with the attendees.
  2. 2Add public background with a research mode or the prompt below.
  3. 3Check names, titles and anything sensitive.
  4. 4Save the brief in the calendar invite.
Prompt to copy
Prepare a one-page brief for [EXECUTIVE] meeting [PERSON, TITLE] from [COMPANY] on [DATE] about [PURPOSE]. Include: who they are (2 lines), company snapshot and recent news with links, our history with them (from what I paste below), three likely topics, and two questions to ask. Mark anything you are not sure is current with [CHECK].

Our history:
[PASTE EMAILS OR NOTES]

Tools: Microsoft Copilot · Gemini in Google Workspace · ChatGPT, Claude or Perplexity research mode

Quick wins

Have you tried…

Have you had AI pull together a meeting brief from past emails and public news?
Microsoft Copilot or Gemini can summarize your past emails with the attendees, and a research mode adds public background. You check it and trim.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Executive assistant

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Other common tasks for Executive assistants