sofer/meeting-context

Meeting context

Purpose

Analyse a calendar event to determine why the meeting is happening and what should be discussed. Produces a structured meeting briefing with purpose, key topics, a suggested agenda, and questions to ask. Enriches the briefing with context from Notion and Gmail when available.

Config loading

Before executing, read the available business context:

1. Read all .yaml files from ~/.agents/config/business-context/ for domain knowledge (company info, offerings, contacts, terminology)
2. If the directory does not exist or is empty, proceed without business context and note this in the output

Instructions

1. Parse the event data

Identify the calendar event data in context. The event should contain:

• title (required): the event summary
• start_time (required): when the meeting starts
• end_time (required): when the meeting ends
• attendees (optional): list of people with email, display name, and response status
• description (optional): event description or notes
• organiser (optional): the organiser's email address
• location (optional): meeting location or video link
• meeting_link (optional): video conferencing link
• is_recurring (optional): whether the meeting recurs

If no event data is found in context, stop and report: "No calendar event data found. This skill requires a calendar event as input (typically provided by the calendar-fetch skill in a composite workflow)."

If the event has no title, stop and report: "The calendar event has no title. A title is required to determine meeting context."

Calculate the meeting duration from start_time and end_time.

2. Derive search queries

From the event data, derive search queries to find related context:

• Topic queries: extract key terms from the meeting title and description. Remove generic words (e.g. "meeting", "call", "sync", "catch-up") to focus on substantive terms.
• Attendee queries: for each attendee (up to 5, excluding the user's own email address), note their name and email for searching prior interactions.
• Combined queries: if the title references a specific project, product, or person, create queries that combine these with business context terms.

3. Search Notion for related context

If the Notion MCP server is available (tools mcp__claude_ai_Notion__notion-search and mcp__claude_ai_Notion__notion-fetch exist):

1. Search Notion using the topic queries derived in step 2. Call mcp__claude_ai_Notion__notion-search with each query, using query_type: "internal".
2. If attendees are present, also search for each attendee's name.
3. From the combined search results, identify the top 3 most relevant pages (by title and snippet relevance to the meeting).
4. Fetch the full content of those top 3 pages using mcp__claude_ai_Notion__notion-fetch.
5. Note the titles and URLs of up to 5 relevant pages for the output's prior context section.

If the Notion MCP server is not available, skip this step. Note in the output: "Notion was unavailable; business documentation context could not be retrieved."

If Notion searches return no results, proceed without Notion context.

4. Search Gmail for prior email threads

If Gmail MCP tools are available (look for tools with names containing gmail or google_mail):

1. For each attendee (up to 5), search for recent email threads using a query like from:{email} OR to:{email}, limited to the most recent 5 threads.
2. For each thread found, note the subject, date, and a brief summary of the conversation.

If no Gmail MCP tools are available, check for a GMAIL_ACCESS_TOKEN environment variable and use the Gmail API:

1. Search: GET https://gmail.googleapis.com/gmail/v1/users/me/messages?q=from:{email} OR to:{email}&maxResults=5 with Authorization: Bearer {GMAIL_ACCESS_TOKEN}
2. Fetch message details for each result.

If neither Gmail MCP nor API is available, skip this step. Note in the output: "Gmail was unavailable; prior email context could not be retrieved."

If no email threads are found for an attendee, note that no prior email interactions were found for them.

5. Synthesise the meeting context

Using all gathered information (event data, business context, Notion content, email history), produce the following:

Purpose

Write a concise statement (1-2 sentences) explaining why this meeting is happening. Base this on:

• The event title and description (primary signals)
• Related Notion content (what project or topic is this connected to?)
• Recent email threads (what has been discussed recently?)
• Whether the meeting is recurring (regular check-ins have a different flavour than one-off meetings)

If the event data is sparse, state the purpose with lower confidence and note what information was missing.

Key topics

List 3-7 topics likely to be discussed, ordered by relevance. For each topic, include a brief explanation of why it is relevant. Draw from:

• Explicit mentions in the event description
• Active projects or open items found in Notion
• Unresolved threads or recent topics from email
• Business context (e.g. if the meeting relates to a known offering or project)

For recurring meetings, prioritise recent updates, blockers, and next steps over background context.

Suggested agenda

Create a proposed agenda that fits within the meeting duration. Each item should have:

• A short description
• An allocated duration in minutes
• Brief notes on what to cover

Rules for agenda construction:

• Total time must not exceed the meeting duration
• For meetings of 15 minutes or less: 2-3 items maximum
• For meetings of 30 minutes: 3-5 items
• For meetings over 60 minutes: consider suggesting a 5-minute break
• If the event description already contains an agenda, use it as the starting point and enrich rather than replace
• Include a brief opening (1-2 minutes) and wrap-up with next steps (2-3 minutes)

Questions to ask

List 3-7 specific, actionable questions the user should consider asking during the meeting. These should:

• Address open items or unknowns identified in the gathered context
• Seek clarity on decisions, timelines, or commitments
• Be tailored to the meeting's purpose and attendees
• For new contacts (no prior interactions found), include introductory or rapport-building questions
• For recurring meetings, focus on progress, blockers, and forward-looking questions

Prior context (if available)

If Notion references or email threads were found, include them:

• Notion references: list relevant pages with title, URL, and a note on why they are relevant
• Email threads: list recent threads with subject, date, and a one-sentence summary

Attendee notes (if attendees are present)

For each researched attendee, include:

• Their name and email
• A brief note on relevant prior interactions (from Notion or email)
• If no prior interactions were found, note this and suggest introductory topics

6. Return the output

Present the meeting context in the following format:

## Meeting context: [title]

**When**: [start_time] to [end_time] ([duration] minutes)
**Attendees**: [list of names]

### Purpose
[1-2 sentence statement]

### Key topics
1. **[Topic]**: [brief explanation]
2. **[Topic]**: [brief explanation]
...

### Suggested agenda
| # | Item | Duration | Notes |
|---|------|----------|-------|
| 1 | [item] | [X] min | [context] |
| 2 | [item] | [X] min | [context] |
...
| | **Total** | **[Y] min** | |

### Questions to ask
- [Question]
- [Question]
...

### Prior context
**Notion references:**
- [Page title](url) -- [relevance note]
...

**Recent email threads:**
- [Subject] ([date]) -- [summary]
...

### Attendee notes
- **[Name]** ([email]): [context from prior interactions]
...

### Data sources
[Note which sources were available and which were not, e.g. "Context drawn from: event data, Notion (3 pages), Gmail (2 threads). Gmail was unavailable for attendee research."]

If prior context or attendee notes sections would be empty, omit them from the output.

Error handling

• No event data in context: stop and report "No calendar event data found. This skill requires a calendar event as input (typically provided by the calendar-fetch skill in a composite workflow)."
• Event has no title: stop and report "The calendar event has no title. A title is required to determine meeting context."
• Notion MCP unavailable: do not stop. Skip Notion search, note the limitation in the output, and proceed.
• Gmail unavailable: do not stop. Skip email search, note the limitation in the output, and proceed.
• Business context config missing: do not stop. Proceed without business context and note the limitation.
• No search results from Notion or Gmail: not an error. Proceed with available data.

Output format

A structured meeting briefing as described in step 6, suitable for consumption by composite skills via the context window. The output includes: meeting purpose, key topics, suggested agenda, questions to ask, prior context (when available), attendee notes (when available), and a data sources note.

When used within a composite skill, this output is labelled as specified by the composite step (e.g. meeting_context) and is available to all subsequent steps.