Send Pre-Meeting Briefing Emails
Get a concise briefing email 15 minutes before meetings with attendee company research, recent news, and a suggested opening question.
Google CalendarMeeting PrepEmail BriefingCompany Research
Meeting Preparation and Briefing Workflow
This workflow helps you walk into every meeting prepared and confident. About 15 minutes before a meeting starts, it researches the attendee's company, drafts a concise briefing email with talking points, and sends it straight to your inbox — no manual work required.
It does four things:
- Triggers 15 minutes before any upcoming Google Calendar event.
- Extracts the attendee's email domain and searches the web for their company's core business model and recent news.
- Uses an AI agent to draft a 3-bullet briefing covering what the company does, a recent news item, and a suggested opening question.
- Sends the formatted briefing email to your inbox with an attention-grabbing subject line.
What You Need
- A Google Calendar account connected to the Needle platform.
- A Gmail account authorized to send emails via the workflow.
- Access to Needle's internet search and AI components.
- Meeting invites where attendee emails include company domains (not generic providers like Gmail or Yahoo).
How the Flow Works
| Step | Node | Description |
|---|---|---|
| 1 | Google Calendar Upcoming Event Alert | Triggers the workflow 15 minutes before your meeting, pulling event details including title, description, and attendees. |
| 2 | Internet Search | Extracts the attendee's email domain (excluding common personal providers like gmail.com) and searches for the company's business model and recent news from the last 30 days. |
| 3 | Merge | Combines the original meeting details and the company search results into a single data package for the AI agent. |
| 4 | AI Briefing | Drafts a concise, HTML-formatted email briefing with three bullet points: what the company does, a recent news item to break the ice, and a smart opening question based on the meeting agenda. |
| 5 | Gmail Send Email | Sends the briefing to your inbox with the subject line: "🚨 15 MIN WARNING: [Meeting Title] Briefing." |
Output
You receive a professional, easy-to-scan email briefing right before your meeting. It highlights:
- What the company does — a quick summary of their core business.
- Recent news — an interesting item from the last 30 days to help break the ice.
- Opening question — a suggested conversation starter based on the meeting agenda.
Everything is formatted in clean HTML so it's scannable at a glance.
Tips and Notes
- Make sure attendee email addresses use corporate domains for accurate company research. Generic providers (Gmail, Yahoo, Outlook) are automatically filtered out.
- The timing depends on your Google Calendar events being up to date — double-check that events have the correct start times.
- The AI briefing is intentionally concise. If you want more detail, you can customize the AI prompt within the workflow.
- The web search focuses on the last 30 days of news, keeping your briefing current and relevant.
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