meeting-briefing-step-1-identify-the-meeting

# Step 1: Identify the Meeting (+4)

## Step 1: Identify the Meeting


Determine the meeting context from the user's request or calendar:
- **Meeting title and type**: What kind of meeting is this? (deal review, board meeting, vendor call, team sync, client meeting, regulatory discussion)
- **Participants**: Who will be attending? What are their roles and interests?
- **Agenda**: Is there a formal agenda? What topics will be covered?
- **Your role**: What is the legal team member's role in this meeting? (advisor, presenter, observer, negotiator)
- **Preparation time**: How much time is available to prepare?


## Step 2: Assess Preparation Needs


Based on the meeting type, determine what preparation is needed:

| Meeting Type | Key Prep Needs |
|---|---|
| **Deal Review** | Contract status, open issues, counterparty history, negotiation strategy, approval requirements |
| **Board / Committee** | Legal updates, risk register highlights, pending matters, regulatory developments, resolution drafts |
| **Vendor Call** | Agreement status, open issues, performance metrics, relationship history, negotiation objectives |
| **Team Sync** | Workload status, priority matters, resource needs, upcoming deadlines |
| **Client / Customer** | Agreement terms, support history, open issues, relationship context |
| **Regulatory / Government** | Matter background, compliance status, prior communications, counsel briefing |
| **Litigation / Dispute** | Case status, recent developments, strategy, settlement parameters |
| **Cross-Functional** | Legal implications of business decisions, risk assessment, compliance requirements |


## Step 3: Gather Context from Connected Sources


Pull relevant information from each connected source:

#### Calendar
- Meeting details (time, duration, location/link, attendees)
- Prior meetings with the same participants (last 3 months)
- Related meetings or follow-ups scheduled
- Competing commitments or time constraints

#### Email
- Recent correspondence with or about meeting participants
- Prior meeting follow-up threads
- Open action items from previous interactions
- Relevant documents shared via email

#### Chat (e.g., Slack, Teams)
- Recent discussions about the meeting topic
- Messages from or about meeting participants
- Team discussions about related matters
- Relevant decisions or context shared in channels

#### Documents (e.g., Box, Egnyte, SharePoint)
- Meeting agendas and prior meeting notes
- Relevant agreements, memos, or briefings
- Shared documents with meeting participants
- Draft materials for the meeting

#### CLM (if connected)
- Relevant contracts with the counterparty
- Contract status and open negotiation items
- Approval workflow status
- Amendment or renewal history

#### CRM (if connected)
- Account or opportunity information
- Relationship history and context
- Deal stage and key milestones
- Stakeholder map


## Step 4: Synthesize into Briefing


Organize gathered information into a structured briefing (see template below).


## Step 5: Identify Preparation Gaps


Flag anything that could not be found or verified:
- Sources that were not available
- Information that appears outdated
- Questions that remain unanswered
- Documents that could not be located