Have you connected an AI assistant to your email and calendar to list what you owe and what you are waiting on?

Copilot, Gemini, Claude or ChatGPT, when connected to your work accounts, can scan recent messages and give you a daily list of open loops and meeting prep. It reads; it does not send anything.

How to automate it

How to automate “read the docs and threads before each meeting”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

20 min

typically, every day

55%

of the time can be automated

Easy

to set up

Fix 1 of 2

AIBest fix

Get a one-page AI brief before each important meeting

Instead of reading every thread and doc, have AI pull out what was decided, what is open and what you are being asked for.

Typically saves about 50% of the time5 min to set up

1Collect the invite, linked docs and the last few email or chat threads, or use Copilot, Gemini or Glean which can read them for you.
2Paste or point the AI at them with the prompt below.
3Read the brief, then open only the sources it flags as important.
4Save the brief in the meeting notes so others can use it.

Prompt to copy

I have a meeting about [TOPIC] with [WHO] in [TIME]. From the material below, give me a one-page brief: 1) the purpose of the meeting in one line, 2) what has already been decided, 3) the open questions, 4) what I am being asked to decide or provide, 5) any risks or disagreements between people. Quote numbers exactly and say which document each point came from. Do not invent anything.

[PASTE INVITE, DOCS AND THREADS]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Microsoft Copilot · Gemini in Google Workspace · Glean

Fix 2 of 2

Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up

1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
3Open the source it cites to confirm.
4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

Quick wins

Have you tried…

Have you connected an AI assistant to your email and calendar to list what you owe and what you are waiting on?: Copilot, Gemini, Claude or ChatGPT, when connected to your work accounts, can scan recent messages and give you a daily list of open loops and meeting prep. It reads; it does not send anything.

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