The AI System That Creates Client Meeting Agendas Automatically

We've all been there: It's 1:55 PM, you have a client call at 2:00 PM, and you're frantically scrolling through your inbox trying to remember what you discussed last week.

"Did I promise to send that report?"

"Wait, did they ask about the budget?"

Entering a meeting unprepared is the fastest way to look unprofessional. But as a solopreneur wearing every hat in the business, you don't always have 30 minutes to prep for every 30-minute call.

What if your calendar could prep for you?

Imagine a system that, 1 hour before every meeting, scans your recent email history with that client, identifies open questions, summarizes recent progress, and drafts a perfect bulleted agenda—then emails it to you (and optionally the client) automatically.

This isn't sci-fi. It's a simple automation you can build today.

The "Auto-Agenda" Workflow

Here is the high-level logic of how this system works:

Trigger: A meeting is about to start (e.g., 1 hour before a Google Calendar event).

Search: The automation grabs the attendee's email address and searches your Gmail for the last 5-10 emails exchanged with them.

Analyze: AI (GPT-4) reads those emails and extracts:

* Unresolved questions.

* Action items from the last conversation.

* Key topics discussed recently.

Draft: AI formats this into a clean, professional meeting agenda.

Deliver: The agenda is emailed to you for review, or saved to a Notion page linked to the meeting.

Why This Changes the Game

* Instant Professionalism: You start every call with "Here's what I have on our agenda based on our last emails..." Clients love this.

* Reduced Cognitive Load: You don't have to hold "context" in your head. The AI serves it up right when you need it.

* Shorter Meetings: With a clear agenda, you avoid the 10 minutes of "So, what should we talk about?" chit-chat.

In practice, this approach transforms the way you handle daily tasks. Instead of getting bogged down in details, you can focus on the high-level strategy while the system handles the execution. Many solopreneurs find that this shift alone saves them hours of mental energy every week.

Step-by-Step: Building the Automation

We will use Make.com (formerly Integromat) for this, as it handles array processing (searching multiple emails) better than Zapier, but the logic applies to both.

Phase 1: The Trigger

Start with the Google Calendar module: Watch Events.

* Set it to run every 15 or 60 minutes.

* Filter for events that contain specific keywords (like "Client Call") or just watch your primary "Work" calendar.

* Crucial Step: You need a filter to ensure you don't generate agendas for your dentist appointment. Filter by Attendees > Email exists.

Phase 2: Gathering Context

Add a Gmail module: Search Emails.

* Query: from:{{attendee_email}} OR to:{{attendee_email}}

* Limit: Set it to the last 5 or 10 emails.

* Output: This will give you a bundle of text bodies.

Pro Tip: You'll need a Text Aggregator module in Make.com to combine all those separate email bodies into one long string of text that we can feed to the AI.

Phase 3: The AI Brain

Add an OpenAI (ChatGPT) module: Create a Completion.

* Model: gpt-4o or gpt-4-turbo (GPT-3.5 might miss nuances).

* System Prompt:

> "You are an executive assistant. I will provide recent email threads with a client. Your job is to create a concise meeting agenda. Identify: 1. Pending questions they asked. 2. Deliverables I promised. 3. Suggested discussion topics."

* User Prompt: Insert the text string from your aggregator here.

Phase 4: Delivery

Where do you want this agenda?

Option A (Safe): Send a Slack message or Email to yourself* only.

* Option B (Bold): Create a Google Doc, then email the link to the client saying, "Looking forward to our chat! Here's a draft agenda based on our recent emails."

Seeing this in action makes a huge difference. Once configured, the interface provides a clear visual confirmation that your automation is running smoothly, giving you peace of mind that the system is working as intended.

Refining the Output

The first time you run this, the AI might be too verbose. It might include "Hope you had a great weekend!" as a discussion topic. You need to refine your prompt.

Better Prompt Example:

> "Ignore pleasantries and scheduling logistics (e.g., 'Can you do Tuesday?'). Focus ONLY on project substance, feedback, and strategic questions. Format the output as a bulleted list."

Handling Multiple Attendees

If your calendar invite has 3 clients on it, the logic gets trickier. You might need an Iterator module to grab the domain name (e.g., @company.com) and search for all emails from that domain, rather than just one specific person.

Advanced: The "Pre-Brief" Document

Take it a step further. Instead of just an agenda, have the AI generate a "Pre-Brief" for you.

Ask the AI to also include:

* Sentiment Analysis: "Does the client seem frustrated or happy in recent emails?"

* Urgency Check: "Are there any deadlines mentioned that have passed?"

This gives you a psychological edge. You know exactly the emotional state of the client before you hop on Zoom.

In practice, this approach transforms the way you handle daily tasks. Instead of getting bogged down in details, you can focus on the high-level strategy while the system handles the execution. Many solopreneurs find that this shift alone saves them hours of mental energy every week.

Conclusion

Automation isn't just about saving clicks; it's about augmenting your memory.

By offloading the task of "remembering what happened last week" to AI, you free up your brain to focus on what matters: solving problems and building relationships during the call.

Next Step: Build a simple version of this today. Just trigger on a calendar event and have it email you the last 3 emails from that person. Once that works, add the AI summarization layer.

* Start automating with Make.com

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Ready to automate more of your agency operations? Check out our guide on Auto-Generating Client Proposals for your next step.