Managing a busy calendar often means rushing to prepare for meetings. Whether it’s gathering information on attendees, reviewing agendas, or brushing up on previous discussions, the prep work can become overwhelming.

But what if there was a way to automate all that? By using AI and automation workflows, you can get an email with all the necessary details delivered to your inbox 10 minutes before each meeting.

In this tutorial, we'll guide you through the process of setting up a workflow that automatically generates and emails you a meeting preparation summary, ensuring you’re always prepared, organized, and ready to engage.

Key Objectives:

• Integrate your calendar with an AI-based workflow platform.
• Automate the process of gathering attendee information.
• Generate summarized meeting prep content using AI.
• Set up email delivery of meeting summaries 10 minutes before every meeting.

Set up your workflow

To get started, go to Lindy. You’ll first need to create an account if you don’t have one already. It's a paid tool but they have a 7-day free trial so that you can try and see if you like it.

Once you’re logged in:

Navigate to the workflow builder dashboard and click on "Meeting Prep Alert" and then "Add".

You now have the automation structure, which we're going to customize

First, connect your Calendar. Don't have a Gmail account but a Microsoft one? You can set up your workflow for other apps like Outlook as well. Just make sure to authenticate the app you're using.

The Minutes Offset feature is basically time when the automation will start. If it's -10 like here, the automation will run 10 minutes before the meeting. If you want to receive the preparation summary 30 minutes before the meeting, just input -30.

Then, it's time to set up the condition to create the meeting preparation summaries. Choose the model you want (it doesn't have to be advanced considering what it will be asked to do).

For the AI agent part, it's up to you to decide what you want the AI to retrieve in terms of data. For instance, if you have data on them in your CRM (past conversations? next steps agreed?), why not ask the AI to retrieve this data and use it to make an even better summary?

In my case, since I don't have such data, I'll stick to using Linkedin with their prompt. The Claude 3.5 model should do the work here, although a GPT one would also be fine.

Now, time for the Gmail setup. Note that again, you can use your Outlook/Microsoft account here. I've increased the "Max Results" to 20 so that the AI has enough data.

Finally, it's time to set up the email that will be sent. I won't modify anything except turn off the "Include Lindy Signature" feature.

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Testing and activating your workflow

It's now time to test the workflow!

Just create a meeting in your calendar between two email addresses you own in more than 10 minutes from (or more depending on when you wanted to receive the prep summary). If the workflow is working, you should see a new task appear 10 minutes before the meeting.

If everything works smoothly, your workflow will now be active, and you’ll receive a summarized email before every meeting in your calendar.

I hope you can now see how powerful this is, especially if you manage to give enough data to the AI.

Conclusion

With this automated workflow, you’ll always be fully prepared for your meetings without having to lift a finger. The combination of AI and calendar integration ensures that you’re equipped with all the essential information about attendees, saving you time and effort.

By following these steps, you can streamline your meeting preparation process and focus on what really matters: the content of the meeting itself. Happy automating!

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