notion-meeting-intelligence

When asked to prep for a meeting:

1. Gather Notion context: Use Notion:notion-search to find related pages
2. Fetch details: Use Notion:notion-fetch to read relevant content
3. Enrich with research: Use Claude's knowledge to add context, industry insights, or best practices
4. Create internal pre-read: Use Notion:notion-create-pages for background context document (for attendees)
5. Create external agenda: Use Notion:notion-create-pages for meeting agenda (shared with all participants)
6. Link resources: Connect both docs to related projects and each other

Step 1: Understand meeting context

```

Collect meeting details:

• Meeting topic/title
• Attendees (internal team + external participants)
• Meeting purpose (decision, brainstorm, status update, customer demo, etc.)
• Meeting type (internal only vs. external participants)
• Related project/initiative
• Specific topics to cover

```

Step 2: Search for Notion context

```

Use Notion:notion-search to find:

• Project pages related to meeting topic
• Previous meeting notes
• Specifications or design docs
• Related tasks or issues
• Recent updates or reports
• Customer/partner information (if applicable)

Search strategies:

• Topic-based: "mobile app redesign"
• Project-scoped: search within project teamspace
• Attendee-created: filter by created_by_user_ids
• Recent updates: use created_date_range filters

```

Step 3: Fetch and analyze Notion content

```

For each relevant page:

1. Fetch with Notion:notion-fetch
2. Extract key information:

- Project status and timeline

- Recent decisions and updates

- Open questions or blockers

- Relevant metrics or data

- Action items from previous meetings

1. Note gaps in information

```

Step 4: Enrich with Claude research

```

Beyond Notion context, add value through:

For technical meetings:

• Explain complex concepts for broader audience
• Summarize industry best practices
• Provide competitive context
• Suggest discussion frameworks

For customer meetings:

• Research company background (if public info)
• Industry trends relevant to discussion
• Common pain points in their sector
• Best practices for similar customers

For decision meetings:

• Decision-making frameworks
• Risk analysis patterns
• Trade-off considerations
• Implementation best practices

Note: Use general knowledge only - don't fabricate specific facts

```

Step 5: Create internal pre-read

```

Use Notion:notion-create-pages for internal doc:

Title: "[Meeting Topic] - Pre-Read (Internal)"

Content structure:

• Meeting Overview: Date, time, attendees, purpose
• Background Context:

- What this meeting is about (2-3 sentences)

- Why it matters (business context)

- Links to related Notion pages

• Current Status:

- Where we are now (from Notion content)

- Recent updates and progress

- Key metrics or data

• Context & Insights (from Claude research):

- Industry context or best practices

- Relevant considerations

- Potential approaches to discuss

• Key Discussion Points:

- Topics that need airtime

- Open questions to resolve

- Decisions required

• What We Need from This Meeting:

- Expected outcomes

- Decisions to make

- Next steps to define

Audience: Internal attendees only

Purpose: Give team full context and alignment before meeting

```

Step 6: Create external agenda

```

Use Notion:notion-create-pages for meeting doc:

Title: "[Meeting Topic] - Agenda"

Content structure:

• Meeting Details: Date, time, attendees
• Objective: Clear meeting goal (1-2 sentences)
• Agenda Items (with time allocations):

1. Topic 1 (10 min)

2. Topic 2 (20 min)

3. Topic 3 (15 min)

• Discussion Topics:

- Key items to cover

- Questions to answer

• Decisions Needed:

- Clear decision points

• Action Items:

- (To be filled during meeting)

• Related Resources:

- Links to relevant pages

- Link to pre-read document

Audience: All participants (internal + external)

Purpose: Structure the meeting, keep it on track

Tone: Professional, focused, clear

```

See [reference/template-selection-guide.md](reference/template-selection-guide.md) for full templates.

Step 7: Link documents

```

1. Link pre-read to agenda:

- Add mention in agenda: "See Pre-Read for background"

1. Link both to project:

- Update project page with meeting links

- Add to "Meetings" section

1. Cross-reference:

- Agenda mentions pre-read for internal attendees

- Pre-read mentions agenda for meeting structure

```

Internal Pre-Read (for team)

More comprehensive, internal context:

• Full background and history
• Internal metrics and data
• Honest assessment of challenges
• Strategic considerations
• What we need to achieve
• Internal discussion points

When to create: Always for important meetings with internal team

External Agenda (for all participants)

Clean, professional, focused:

• Clear objectives
• Structured agenda with times
• Discussion topics
• Decision items
• Professional tone

When to create: Every meeting

Agenda Types by Meeting Purpose

Decision Meeting: Meeting Details → Objective → Options (Pros/Cons) → Recommendation → Discussion → Decision → Action Items

Status Update: Meeting Details → Project Status → Progress → Upcoming Work → Blockers → Discussion → Action Items

Customer/External: Meeting Details → Objective → Agenda Items (timed) → Discussion Topics → Next Steps

Brainstorming: Meeting Details → Objective → Constraints → Ideas → Discussion → Next Steps

See [reference/template-selection-guide.md](reference/template-selection-guide.md) for complete templates.

Beyond Notion content, add value through Claude's capabilities:

Technical Context: Explain technologies, architectures, or approaches. Provide industry standard practices. Compare common solutions. Suggest evaluation criteria.

Business Context: Industry trends affecting topic. Competitive landscape insights. Common challenges in space. ROI considerations.

Decision Support: Decision-making frameworks (e.g., RICE, cost-benefit). Risk assessment patterns. Trade-off analysis approaches. Success criteria suggestions.

Customer Context (for external meetings): Industry-specific challenges. Common pain points. Best practices from similar companies. Value proposition framing.

Process Guidance: Meeting facilitation techniques. Discussion frameworks. Retrospective patterns. Brainstorming structures.

Note: Use general knowledge and analytical capabilities. Don't fabricate specific facts. Clearly distinguish Notion facts from Claude insights.

Project Pages: Status, goals, team, timelines (most important)

Previous Meeting Notes: Historical discussions, action items, decisions (recurring meetings)

Task/Issue Database: Current status, blockers, completed/upcoming work (project meetings)

Specifications/Designs: Requirements, decisions, approach, open questions (technical meetings)

Reports/Dashboards: Metrics, KPIs, performance data, trends (executive meetings)

Forward Link: Add meeting to project page's "Meetings" section

Backward Link: Include "Related Project" section in agenda with project mention

Maintain bidirectional links for easy navigation

Recurring Meetings: Create series parent page with schedule, meeting notes list, standing agenda, and action items tracker. Link individual meetings to parent.

Meeting Database: For organizations, use database with properties: Meeting Title, Date, Type (Decision/Status/Brainstorm), Project, Attendees, Status (Scheduled/Completed)

Update agenda with:

Decisions: List each decision with rationale and owner

Action Items: Checkbox list with owner and due date (consider creating tasks in database)

Key Outcomes: Bullet list of main outcomes

Day-Before (next-day meetings): Gather context → create agenda → share with attendees → allow review time

Hour-Before (last-minute): Quick context → brief pre-read → basic agenda → essentials only

Week-Before (major meetings): Comprehensive research → detailed pre-read → structured agenda → pre-meeting reviews

1. Create both documents: Internal pre-read + external agenda for important meetings
2. Distinguish sources: Label what's from Notion vs. Claude research
3. Start with search: Cast wide net in Notion, then narrow
4. Keep pre-read concise: 2-3 pages maximum, even with research
5. Professional external docs: Agenda should be polished and focused
6. Enrich thoughtfully: Claude research should add real value, not fluff
7. Link documents: Pre-read mentions agenda, agenda mentions pre-read
8. Include metrics: Data from Notion helps ground discussions
9. Share appropriately: Pre-read to internal team, agenda to all participants
10. Share early: Give attendees time to review (24hr+ for important meetings)
11. Update post-meeting: Capture decisions and actions in agenda

Meeting templates: See [reference/template-selection-guide.md](reference/template-selection-guide.md) for comprehensive template library

"Too much context": Split into pre-read (internal, comprehensive) and agenda (external, focused)

"Can't find relevant pages": Broaden search, try different terms, ask user for page URLs

"Meeting purpose unclear": Ask user to clarify before proceeding

"No recent updates": Note that in pre-read, focus on historical context and strategic considerations

"External meeting - no internal context": Create simpler structure with just agenda, skip internal pre-read or keep it minimal

"Claude research too generic": Focus on specific insights relevant to the actual meeting topic, not general platitudes

See [examples/](examples/) for complete workflows:

• [examples/project-decision.md](examples/project-decision.md) - Decision meeting prep with pre-read
• [examples/sprint-planning.md](examples/sprint-planning.md) - Sprint planning meeting
• [examples/executive-review.md](examples/executive-review.md) - Executive review prep
• [examples/customer-meeting.md](examples/customer-meeting.md) - External meeting with customer (pre-read + agenda)