Brainforge Knowledge

meeting-preparation-prd

26 min read

Meeting Preparation PRD

Project: Meeting Preparation (Agendas + Prep)
Client: Internal — Brainforge Platform
Version: 1.0
Date: 2026-02-23
Author: Brainforge Product Team
Status: Draft

TL;DR

Meeting preparation today is ad-hoc: people ask Cursor “what happened in the last X meetings” or rely on a persistence view of tickets, blockers, and recent changes. Neither approach reliably produces a locked-in agenda that defines what a meeting is for and what must be covered. This PRD defines requirements to formalize meeting prep via agendas—created from playbook standards, saved in vault, and used for both sales (discovery, pipeline, ICP) and client (delivery, standups, project reviews) meetings. A Slack App connected to people’s Google Calendars will forecast and predict upcoming meetings, prepare prep artifacts (e.g. agenda link or draft prompt), and notify meeting owners so they can plan ahead. Expected outcome: every sales and client meeting has a pre-created, saved agenda; owners get proactive Slack notifications with prep context; prep is repeatable and traceable.

1. Summary

This PRD defines requirements for meeting preparation as a platform-supported capability. Today, preparation happens in two informal ways: (1) asking Cursor or similar tools “what happened most recently in the last X time period of meetings,” and (2) using a standard persistence view that shows tickets, blockers, and recent changes. Neither approach captures what is necessary to run a meeting well: a clear agenda (objectives, questions, context, follow-ups) that is created before the meeting and saved so it can be reused and audited.

The proposed direction is to formalize agendas as the unit of meeting prep: a playbook entry (or entries) on how to create agendas, plus a habit of saving them frequently in vault (and optionally in the platform). A Slack App integrated with Google Calendar will forecast upcoming meetings, predict which need prep (sales/client), prepare by surfacing agenda templates or draft prompts, and notify meeting owners in Slack so they can plan ahead. The PRD is split into two parts:

  • Part A — Sales meeting preparation: Discovery calls, pipeline reviews, ICP/GTM meetings (e.g. bi-weekly ICP prep like the Robert 2026-02-17 example).
  • Part B — Client meeting preparation: Delivery meetings, standups, project reviews, and any “Brainforge × Client” sync where we need objectives, context from prior meetings, and clear next steps.

Both parts share the same principle: agendas are first-class artifacts, created from templates, populated with context (from transcripts, Linear, or other sources), and stored in a defined location so that “prepared” is testable (agenda exists, is dated, and is linked to the meeting).

2. Background and Context

Current Ways People Prepare (and Their Gaps)

ApproachWhat it doesWhat it misses
“What happened recently?”User asks Cursor (or similar) for a summary of the most recent X meetings (e.g. last 2 weeks).No structure: no objectives, no “what we need to decide,” no list of questions to ask. Output is retrospective summary, not a forward-looking agenda.
Persistence view (tickets, blockers, changes)A standard view shows open tickets, blockers, and recent changes (e.g. from Linear, standups).Useful for awareness but not a meeting contract. It doesn’t say what this specific meeting is for, what to discuss, or what success looks like.
Ad-hoc agendasSome teams create agendas (e.g. LMNT discovery agendas, ICP meeting prep docs) and save them in vault.Not standardized or mandatory. No single playbook “how to create an agenda” or “when to save it.” Inconsistent coverage (e.g. client meetings often go without agendas).
No proactive planningPeople rely on remembering or checking calendar manually.No forecast of “what’s coming up”; no reminder to prepare; meeting owners are reactive instead of able to plan ahead.

Existing Standards We Build On

  • Vault + Playbook rules: Meeting agendas and notes live in vault (knowledge/clients/{client}/meeting-agendas/ for client meetings; internal meetings in knowledge/meeting/ or knowledge/gtm/meetings/). Playbook is the source for templates.
  • Meeting agenda template: standards/02-writing/Project-Setup/meeting-agenda-template.md defines structure: objectives, post-meeting summary, questions to ask, demos, resources, action items, success criteria.
  • Client meeting workflow (KNOWLEDGE_AND_STANDARDS_GUIDE): Create agenda from template → save to knowledge/clients/{client}/meeting-agendas/{date}-{topic}.md; after meeting, save transcript and notes to knowledge/.
  • Stakeholder voice (2025-11-21 AI team sprint planning): “Every client meeting needs to have an agenda, and people need to be able to walk in prepared”; “Help me build an agenda, and as part of that agenda, pull out relevant [context]”; risk that “a lot of people are taking client meetings unprepared, no agenda.”

Why Two Parts: Sales vs. Client

  • Sales: Focus on pipeline, discovery, ICP, and GTM. Prep often looks like “what’s in the pipeline, what did we learn, what do we need to decide?” (e.g. ICP meeting prep with pipeline summary, wins/losses, ICP breakdown). Artifacts may live under knowledge/gtm/ or knowledge/gtm/sales/ or knowledge/gtm/meetings/.
  • Client: Focus on delivery, project health, blockers, and next steps. Prep needs prior context (transcripts, tickets, standup summaries), objectives for this meeting, and a clear list of topics/questions. Artifacts live under knowledge/clients/{client}/meeting-agendas/ and tie to transcripts.

Both need “agenda first, then meeting”; they differ in what goes on the agenda and where it’s stored.

3. Problem and Value

The Problem

Pain PointCurrent Impact
No shared definition of “prepared”One person’s prep is “I skimmed the last transcript”; another’s is a full agenda. No way to enforce or measure “agenda exists.”
Retrospective-only prep“What happened in the last X meetings?” gives history, not a plan. Meetings start without clear objectives or questions to ask.
Tickets/blockers ≠ meeting contractPersistence view of tickets and blockers informs but doesn’t define the meeting. No explicit “this is what we’re here to do.”
Inconsistent use of agendasSome clients/meetings get agendas (e.g. LMNT discovery); many client syncs and internal sales meetings do not.
Context not pulled into one placeRelevant prior context (transcripts, Linear, standup summaries) is scattered; building an agenda is manual and brittle.
No proactive forecast or notificationCalendar holds meetings but nothing reminds owners to prepare or surfaces “you have X meetings needing prep” in a single place (e.g. Slack).

Cost of Inaction

  • Meetings run without clear objectives → wasted time, repeated discussions, missed decisions.
  • New or substitute attendees lack a single “what this meeting is for” doc.
  • No audit trail of “what we intended to cover” vs. what was actually discussed.
  • Continued reliance on memory and ad-hoc Cursor queries instead of a repeatable, toolable process.

Value Delivered

StakeholderValue
Sales / GTMEvery discovery call and pipeline/ICP meeting has a pre-created agenda; pipeline and ICP context in one place; prep is repeatable.
Delivery / client leadsEvery client meeting has a locked-in agenda with objectives and questions; prior context (transcripts, tickets) can be pulled into the agenda; “no agenda” is visible and correctable.
Team (both)One standard: “meeting prep = agenda created and saved”; playbook defines how; Slack App + Calendar surface upcoming meetings and notify owners so they can plan ahead.

4. Goals and Non-Goals

4.1 Goals

  • Formalize agendas as the unit of meeting prep — For both sales and client meetings, “prepared” means an agenda exists, is created from a playbook-defined process, and is saved in vault (and optionally in platform).
  • Playbook entry for creating agendas — At least one playbook entry (or section) that describes how to create an agenda (e.g. from template, what to fill in, when to save, where to save). Different flows for sales vs. client can be separate sections or linked docs.
  • Save agendas frequently and in a defined place — Agendas saved to vault in the locations already specified (client: knowledge/clients/{client}/meeting-agendas/; sales/GTM: e.g. knowledge/gtm/meetings/ or similar) so that “agenda exists” is checkable.
  • Support both sales and client flows — Part A (sales) and Part B (client) each have clear goals, use cases, and (where applicable) templates or prompts.
  • Leverage existing context — Where possible, agenda creation uses existing inputs: meeting agenda template, prior transcripts, Linear tickets/blockers, standup summaries, pipeline/ICP data (sales), so that “pull relevant context into the agenda” is a defined step.
  • Slack App + Google Calendar — A Slack App connected to users’ Google Calendars that forecasts and predicts upcoming meetings (sales/client), prepares by surfacing agenda links or draft-prep prompts, and notifies meeting owners in Slack so they can plan ahead.

4.2 Non-Goals

  • Replacing Cursor or ad-hoc queries — “What happened in the last X meetings?” remains useful for quick context; this PRD does not remove it. We add a formal path (agenda), not replace informal prep.
  • Full platform build in V1 — First phase is playbook + process + vault; a dedicated “meeting prep” UI in the platform (outside Slack) is optional. The Slack App + Calendar is the primary “plan ahead” surface for V1.
  • Automated agenda generation — MVP is “how to create and save an agenda” (templates, steps, optional prompts). AI-generated draft agendas from context are a possible enhancement, not a requirement for initial scope.
  • All meeting types — Focus is sales and client meetings. Internal non-sales/non-client meetings (e.g. engineering syncs) may be included later; not in initial scope.

5. Part A — Sales Meeting Preparation

5.1 Scope

Sales meeting prep covers:

  • Discovery calls — First or early meetings with a prospect; agenda includes objectives, questions to ask, and context from prior touchpoints (e.g. from knowledge/gtm/sales/leads/{client}).
  • Pipeline / deal reviews — What’s in pipeline, recent wins/losses, next steps; agenda defines what to review and decide.
  • ICP / GTM meetings — E.g. bi-weekly ICP prep (e.g. “ICP Meeting Prep — Robert”) with pipeline summary, wins/losses, ICP breakdown, and discussion questions.

5.2 Goals (Part A)

  • Every discovery call has a pre-created agenda (or explicit “no agenda” exception).
  • Pipeline and ICP meetings have a standard agenda format and are saved in a known location (e.g. knowledge/gtm/meetings/ or per-client under knowledge/gtm/sales/).
  • Playbook documents how to create and save sales agendas (e.g. discovery template, ICP prep structure).

5.3 Users and Use Cases (Part A)

UserUse Case
Sales lead / AEBefore a discovery call: create an agenda from template; add context from prior emails, vault notes, or CRM; save to vault; use in the call.
GTM leadBefore ICP/GTM meeting: create or update prep doc (pipeline summary, wins/losses, ICP breakdown); save agenda; run meeting from it.
Anyone covering for a colleagueOpen the saved agenda for the meeting to see objectives and key questions.

5.4 Functional Requirements (Part A)

  • Inputs: Playbook sales agenda template (or section); meeting type (discovery / pipeline / ICP); optional context from vault (e.g. lead notes, prior transcripts), CRM, or pipeline data.
  • Processing: User (or later, tooling) creates agenda using template; fills in objectives, questions, and context; optionally pulls in pipeline/ICP summary from existing docs or data.
  • Outputs: Agenda document saved to vault at defined path (e.g. knowledge/gtm/meetings/{date}-{topic}.md or knowledge/gtm/sales/leads/{client}/meeting-agendas/{date}-{topic}.md).
  • Workflow: Playbook step: “Before sales meeting X, create agenda from [template]; save to [path]; share if needed.”

5.5 Success Criteria (Part A)

  • Playbook contains at least one documented flow for sales agenda creation (discovery and/or ICP/pipeline).
  • At least one template or structure for sales agendas is referenced (existing or new).
  • Agendas are saved in a consistent vault location so “agenda exists” can be checked (manually or later by tooling).

6. Part B — Client Meeting Preparation

6.1 Scope

Client meeting prep covers:

  • Ongoing client syncs — “Brainforge × Client” recurring meetings (standups, weekly syncs, project reviews). Agenda includes objectives, context from prior meetings (transcripts, standup summaries), open tickets/blockers, and questions to cover.
  • Ad-hoc client meetings — One-off topics (e.g. data model question, scope discussion). Agenda includes purpose, relevant context (who worked on what, prior decisions), and desired outcomes.
  • Project or sprint reviews — Agenda includes what to show, what to decide, and follow-ups from last time.

6.2 Goals (Part B)

  • Every client meeting has a pre-created agenda saved in knowledge/clients/{client}/meeting-agendas/ (or equivalent for “client” in the broad sense).
  • Agenda creation uses the existing meeting agenda template (standards/02-writing/Project-Setup/meeting-agenda-template.md) and pulls in relevant context (recent transcripts, Linear tickets/blockers, standup summaries) where possible.
  • Playbook explicitly states: “Every client meeting needs an agenda”; and documents how to create one, where to save it, and how it ties to post-meeting transcript and notes.

6.3 Users and Use Cases (Part B)

UserUse Case
Delivery lead / PMBefore client sync: create agenda from template; pull in “what happened last time” (transcript summary or standup); list open tickets/blockers; add objectives and questions; save to vault; use in meeting.
Engineer or consultantBefore client call on a specific topic: create short agenda (purpose, context, questions); optionally pull from prior work (e.g. “someone worked on this 3 weeks ago”) and save.
Anyone joining a client meetingOpen the saved agenda to see objectives and key discussion points.

6.4 Functional Requirements (Part B)

  • Inputs: Meeting agenda template; client id/name; meeting topic and date; optional: recent transcripts (knowledge/clients/{client}/transcripts/), standup summaries, Linear issues/blockers for that client.
  • Processing: User (or later, tooling) creates agenda from template; fills objectives, questions, and “background context”; optionally pulls summaries from recent transcripts and/or tickets/blockers into the agenda.
  • Outputs: Agenda saved to knowledge/clients/{client}/meeting-agendas/{date}-{topic}.md; after meeting, transcript and notes saved per existing workflow.
  • Workflow: Playbook step: “Before client meeting, create agenda from template; pull in recent context if needed; save to vault; after meeting, save transcript and notes.”

6.5 Success Criteria (Part B)

  • Playbook contains a clear “client meeting agenda” flow that references the existing meeting agenda template and vault paths.
  • “Every client meeting needs an agenda” is stated in playbook and/or vault guide.
  • Agendas are saved under knowledge/clients/{client}/meeting-agendas/ so that presence of an agenda file is checkable (manually or later by tooling).

7. Slack App + Google Calendar (Forecast, Predict, Prepare, Notify)

7.1 Purpose

A Slack App connected to team members’ Google Calendars extends meeting prep by giving owners a plan-ahead experience: the app forecasts upcoming meetings, predicts which ones need prep (sales or client), prepares by surfacing agenda links or draft-prep prompts, and notifies owners in Slack so they can act in advance.

7.2 Capabilities

CapabilityDescription
ForecastUse Google Calendar to list upcoming meetings (e.g. next 7 days or configurable window) for each connected user.
PredictClassify meetings as sales (discovery, pipeline, ICP) or client (sync, project review, standup) where possible (e.g. by title, attendee, or calendar) so the right prep flow is suggested.
PrepareFor each meeting in the forecast: surface a link to the relevant agenda template or vault path; optionally surface a “create agenda” prompt or link to playbook; if an agenda already exists (e.g. file at known path), link to it.
NotifySend Slack messages (DM or optional channel) to the meeting owner with: upcoming meeting(s), date/time, type (sales/client), and a direct link or prompt to prepare (agenda template, playbook, or existing agenda). Timing is configurable (e.g. 24–48 hours before, or daily digest).

7.3 Users and Flow

  • Primary user: Meeting owner (organizer or primary attendee from Brainforge).
  • Flow: 1) User connects Google Calendar to the Slack App (OAuth). 2) App periodically (e.g. daily or on schedule) fetches upcoming events. 3) App filters for meetings that match “needs prep” (sales/client). 4) App sends Slack notification to owner with meeting summary and prep link/prompt. 5) Owner uses notification to plan ahead (open template, create agenda, save to vault).

7.4 Scope (Sales vs. Client)

  • Part A (Sales): Notifications for discovery calls, pipeline/ICP meetings; prep link points to sales agenda template or knowledge/gtm/meetings/ (or per-lead path).
  • Part B (Client): Notifications for client syncs, project reviews; prep link points to meeting agenda template and knowledge/clients/{client}/meeting-agendas/.

Classification can be heuristic (e.g. “Brainforge × Client” in title → client; “Discovery” or “ICP” → sales) or configurable per calendar/event.

7.5 Success Criteria

  • Meeting owners receive at least one Slack notification per relevant upcoming meeting (or a daily digest) with a clear “prepare” action (link to template or playbook).
  • Owners can use the notification to plan ahead (e.g. create agenda before the meeting) without leaving Slack for the initial prompt; actual agenda creation still follows playbook and vault.

8. Staged Milestones

POC (Proof of Concept)

Goal: Validate that a playbook-based “agenda first” process is usable and that agendas can be created and saved consistently for at least one sales and one client flow.

Scope:

  • One playbook entry (or section) for creating a client meeting agenda: use existing template, steps to fill it, where to save (vault path), and link to “after meeting” transcript/notes.
  • One playbook entry (or section) for creating a sales meeting agenda (discovery and/or ICP): structure or template, where to save (vault path).
  • At least 2 real agendas created and saved using the new playbook steps (1 client, 1 sales).

Success Criteria:

  • A new team member can follow the playbook and produce a correctly saved agenda for a client meeting and for a sales meeting.
  • No new platform code required; all artifacts in vault and playbook.

Timeline: [TBD, needs product/ops review] — Estimated 1–2 weeks

MVP (Minimum Viable Product)

Goal: Meeting prep is formalized for both sales and client meetings; “agenda exists” is the default expectation and can be checked.

Scope:

  • Playbook: “Meeting preparation” section (or doc) that covers both Part A (sales) and Part B (client), with templates, steps, and vault paths.
  • Playbook: Explicit “every client meeting needs an agenda” and “every discovery call / ICP meeting has an agenda” (or equivalent) with clear exceptions if any.
  • knowledge/KNOWLEDGE_AND_STANDARDS_GUIDE.md (or equivalent) updated to point to the new meeting-prep standards entry and to agenda paths.
  • Optional: Short “agenda creation” prompt or checklist in playbook (e.g. “what to pull in from transcripts/Linear”) for client agendas.
  • Adoption: At least one team (e.g. delivery or GTM) commits to using the flow for 2 weeks and reports back.

Not in MVP:

  • Slack App + Google Calendar (deferred to V1).
  • Platform UI for “meetings without agendas” or agenda creation inside the app.
  • Automated agenda generation from transcripts/Linear.
  • Metrics dashboard for “% of meetings with agendas.”

Success Criteria:

  • Anyone can find “how to prepare for a client meeting” and “how to prepare for a sales meeting” in playbook and create/save an agenda.
  • At least 5 agendas (client and/or sales) created and saved using the formal process in a 2-week window.

Timeline: [TBD, needs product/ops review] — Estimated 2–3 weeks post-POC

V1 (Production Release)

Goal: Meeting prep is the standard; meeting owners get proactive Slack notifications so they can plan ahead; optional platform support to list meetings and flag missing agendas.

Scope (additions to MVP):

  • Slack App + Google Calendar: Slack App connected to users’ Google Calendars that (1) forecasts upcoming meetings in a configurable window, (2) predicts which meetings need prep (sales vs. client, e.g. by title/attendee/calendar), (3) prepares by including in each notification a link to the right agenda template or playbook (and, if available, link to existing agenda in vault), (4) notifies meeting owners in Slack (DM or digest) so they can plan ahead. OAuth for Google Calendar; optional “agenda exists” check (vault or DB) to show “you already have an agenda” or “create agenda.”
  • Playbook and vault paths are the default for all new client and sales meetings (no exception unless documented).
  • Optional: Platform feature to list “upcoming meetings” (e.g. from calendar or manual list) and indicate “agenda saved” (e.g. by checking vault or a simple DB).
  • Optional: Prompt or agent that drafts an agenda from context (transcripts, Linear) for user to edit and save; still save to vault.

Success Criteria:

  • Consistent use of agendas for client and sales meetings; “no agenda” is rare and explicit.
  • Slack App is installed and connected for at least one team; meeting owners receive notifications for upcoming sales/client meetings with a clear “prepare” action and can plan ahead.
  • If platform feature exists: at least one view that shows “meeting X has agenda” / “meeting Y missing agenda.”

Timeline: [TBD, needs technical review]

9. Users and Use Cases (Combined)

9.1 Primary Users

  • Sales / GTM: AEs, sales leads, GTM leads who run discovery calls and pipeline/ICP meetings.
  • Delivery / client-facing: Delivery leads, PMs, engineers, consultants who run or join client syncs and project reviews.

9.2 User Flow (High Level)

  1. Forecast / notify (Slack App): Slack App reads Google Calendar, forecasts upcoming sales/client meetings, and notifies owner in Slack with a “prepare” link so they can plan ahead.
  2. Before meeting: User identifies meeting type (sales vs. client) and topic; opens playbook “meeting preparation” section (or uses link from Slack notification).
  3. Create agenda: User follows playbook steps: choose template (or structure), fill objectives and questions, optionally pull in context (transcripts, tickets, pipeline).
  4. Save agenda: User saves agenda to the defined vault path (client: knowledge/clients/{client}/meeting-agendas/; sales: e.g. knowledge/gtm/meetings/ or per-lead path).
  5. Run meeting: User uses agenda during the meeting.
  6. After meeting (client): User saves transcript and notes to vault per existing workflow; can optionally update agenda with “post-meeting summary” per template.

9.3 Key Use Cases

  • UC1: Before a discovery call, create and save an agenda so the call has clear objectives and questions.
  • UC2: Before a client weekly sync, create an agenda that includes last meeting’s summary and open tickets/blockers; save to vault.
  • UC3: Before an ICP/pipeline meeting, create and save a prep doc (agenda) with pipeline summary and discussion questions.
  • UC4: Someone covering for a colleague opens the saved agenda to see what the meeting is for and what to cover.
  • UC5: Receive a Slack notification that I have an upcoming client (or sales) meeting in 24–48 hours with a link to create or open the agenda so I can plan ahead.

10. Functional Requirements (Combined)

10.1 Inputs

  • Meeting type (sales: discovery / pipeline / ICP; client: sync / project review / ad-hoc).
  • Client or prospect identifier (for client meetings and for discovery).
  • Meeting date and topic.
  • Optional: Prior transcripts, standup summaries, Linear issues/blockers, pipeline/ICP data (for pulling into agenda).

10.2 Processing

  • Playbook defines steps to create an agenda from the right template or structure.
  • User (or later, tooling) fills in objectives, questions, background context, and optionally pulls in context from vault or platform.
  • Agenda is written in the agreed format (e.g. meeting agenda template for client; ICP-style structure for sales).
  • Slack App (V1): Periodically fetch Google Calendar events for connected users; classify as sales/client where possible; build notification payload with meeting details and prep link; send via Slack API.

10.3 Outputs

  • Agenda document (markdown) saved at:
    • Client: knowledge/clients/{client}/meeting-agendas/{date}-{topic}.md
    • Sales: knowledge/gtm/meetings/{date}-{topic}.md or knowledge/gtm/sales/leads/{client}/meeting-agendas/{date}-{topic}.md (or equivalent).
  • After meeting (client): Transcript and notes saved per existing workflow.
  • Slack App (V1): Slack message(s) to meeting owner with forecast (upcoming meetings), prediction (sales/client), and prepare link (agenda template or playbook; optional “agenda exists” link).

10.4 Workflow Logic

  • “Prepared” = agenda exists at the defined path for that meeting.
  • Playbook is the single source of truth for “how to create” and “where to save.”
  • No platform dependency for MVP; vault + playbook are sufficient. V1: Slack App + Google Calendar provide forecast, predict, prepare, and notify so owners can plan ahead.

11. Technical Approach

11.1 Architecture Overview (MVP)

MVP is process and content only: playbook docs + vault paths. No new services or apps required.

[User] → Playbook (how to create agenda) → Template / structure
       → Optional: Cursor/knowledge/Linear for context
       → Save agenda to Vault (file system)

11.2 Architecture Overview (V1: Slack App + Google Calendar)

[Google Calendar API] ← OAuth per user
        ↓
[Slack App backend] → Forecast upcoming events (e.g. next 7 days)
                   → Predict: sales vs. client (title/attendee/calendar)
                   → Prepare: resolve agenda template/playbook link; optional: check vault for existing agenda
                   → Notify: Slack API (DM or channel) with meeting + prep link
        ↓
[Slack client] → Owner sees notification → Plans ahead (opens template, creates agenda, saves to vault)

Optional: Platform “meetings” view that lists upcoming meetings and “agenda saved” (vault or DB).

11.3 Key Components (MVP)

ComponentTechnologyNotes
PlaybookMarkdown in playbook repoMeeting preparation section; links to template and vault paths.
Agenda template (client)standards/02-writing/Project-Setup/meeting-agenda-template.mdExisting.
Agenda structure (sales)Markdown in playbook or vaultTemplate or structure for discovery/ICP (e.g. like ICP prep doc).
VaultFile system (vault repo)knowledge/clients/{client}/meeting-agendas/, knowledge/gtm/meetings/ (or equivalent).
Optional context sourcesTranscripts (vault), Linear API, standup summariesUsed when “pulling context into agenda”; no new integration required for MVP.

11.4 Key Components (V1: Slack App + Calendar)

ComponentTechnologyNotes
Slack AppSlack API (events, chat, OAuth)App installed in workspace; can DM users or post to channel; may use Slash command or scheduled job to trigger forecast.
Google Calendar integrationGoogle Calendar API, OAuth 2.0Each user (or service account with domain-wide delegation) grants calendar read access; app fetches events in configurable window.
Backend (Slack App server)Node/Next.js or existing platformFetches calendar events; classifies meetings (sales/client); builds prep link; sends Slack message. Token storage for Slack + Google per user.
Prep link / “agenda exists”Vault path convention or DBOptional: map event id (or date+topic) to vault path to show “you have an agenda” link or “create one” link.

11.5 Data Model

No new database for MVP. Agendas are files:

  • Path convention (client): knowledge/clients/{client}/meeting-agendas/YYYY-MM-DD_{topic}.md
  • Path convention (sales): knowledge/gtm/meetings/YYYY-MM-DD_{topic}.md or per-lead path under knowledge/gtm/sales/leads/{client}/meeting-agendas/

For V1 Slack App: store Slack user id ↔ Google identity (email) mapping and OAuth tokens (encrypted) to link calendar to Slack user. Optional: table or file index for event id → agenda path for “agenda exists” in notifications.

11.6 API Endpoints

  • MVP: None.
  • V1: Backend for Slack App: OAuth callback for Google Calendar; optional internal API or scheduled job to run “forecast → notify” (e.g. daily). Slack endpoints: slash command and/or event subscriptions if needed. Google Calendar API: list events (primary calendar or selected).

12. Assumptions

#AssumptionRisk if Wrong
1Teams will use playbook + vault without a dedicated platform UI for agenda creation.If people refuse to open standards/vault, adoption may be low; we may need a lightweight in-app flow.
2Existing meeting agenda template is sufficient for client meetings; only process and discipline are missing.If template is too heavy or wrong, we may need a lightweight variant for quick syncs.
3Sales agendas can use a structure similar to existing ICP prep (e.g. pipeline summary + questions) without a new product.If sales needs a different artifact (e.g. CRM-integrated), scope may grow.
4“Agenda exists” can be checked (manually or later by tool) by “file exists at path” in vault.If naming or path is inconsistent, we may need a registry or DB later.
5Users will connect Google Calendar to the Slack App and find proactive “plan ahead” notifications valuable.If adoption is low, we may need different channel (email, in-app) or different timing/digest.

13. Open Questions

#QuestionOwnerNeeded ByStatus
1Exact vault path(s) for sales agendas (gtm/meetings vs. gtm/sales/leads/{client})?Product / OpsPOCOpen
2Do we want a “light” client agenda template for short syncs (e.g. 15 min) vs. full template?ProductMVPOpen
3Should “agenda creation” prompt live in standards/04-prompts or only in meeting-prep doc?ProductMVPOpen
4Who is the “champion” for adoption (delivery vs. GTM) for the 2-week MVP trial?Ops / LeadMVPOpen
5Slack App: DM per meeting vs. daily digest? Notification lead time (24h, 48h, both)?ProductV1Open
6Google Calendar: primary calendar only, or allow selection of calendars to scan?Product / EngV1Open

14. Tradeoffs

Agenda-first vs. “Summary after”

OptionProsConsEffort
Agenda first (chosen)Defines “prepared”; clear contract for meeting; can pull context into one doc.Requires discipline to create before every meeting.Playbook + process (low); adoption (medium).
Summary only afterEasy to do post-meeting.Doesn’t fix “unprepared” meetings; no forward-looking plan.N/A (already done).

Decision: Agenda first. Post-meeting transcript and notes remain; we add the pre-meeting artifact.

Playbook-only vs. Platform UI

OptionProsConsEffort
Playbook + vault only (MVP)No build; fast; single source of truth in playbook.No in-app “create agenda” or “meetings without agendas” view.Low.
Platform UI for agenda creationIn-app flow; possible “missing agenda” list.Build and maintenance; risk of duplicating playbook.High.

Decision: MVP = playbook + vault. Optional V1: platform view that checks “agenda saved” (e.g. by vault path or DB).

Slack App + Calendar vs. manual / in-platform only

OptionProsConsEffort
Slack App + Google Calendar (chosen for V1)Meeting owners get proactive notifications where they already work (Slack); forecast and “prepare” link in one place; plan ahead without opening calendar or platform.Requires Slack + Google OAuth, backend, and maintenance; calendar permissions.Medium–High.
Manual calendar check + playbookNo build.No forecast or reminder; owners must remember to prepare.N/A.
In-platform “upcoming meetings” onlySingle place in app.Lower visibility than Slack; users must open platform.Medium.

Decision: Slack App + Calendar in V1 so owners are notified and can plan ahead from Slack; platform “meetings” view remains optional.

15. Success Metrics

MetricTargetHow Measured
Agendas created per week (client)≥ N agendas in knowledge/clients/*/meeting-agendas/ per week (N TBD by team size)Count of new files in path (manual or script).
Agendas created per week (sales)≥ M agendas in sales agenda path per week (M TBD)Count of new files in path (manual or script).
“No agenda” rate (client meetings)Decrease over 4 weeks after MVPSample of client meetings; check for presence of agenda file.
Playbook usabilityNew team member can create and save a client and a sales agenda in < 15 min using only playbookTime-to-first-agenda test with 1–2 people.
Slack notification delivery (V1)Meeting owners receive Slack notification for ≥90% of relevant upcoming meetings in the forecast windowLog notifications sent vs. meetings in window; sample check.
Plan-ahead usage (V1)≥50% of users who receive a “prepare” notification open the prep link or create an agenda before the meeting (sample over 2 weeks)Self-report or click-through / vault file creation within 24h of notification.

16. Dependencies

Technical

  • None for MVP (playbook + vault only).
  • V1 (Slack App + Google Calendar): Slack App (Slack API, OAuth, bot/scopes); Google Calendar API and OAuth 2.0 for calendar read; backend service to run forecast and send notifications; secure storage for Slack and Google tokens per user. If “agenda exists” is shown: vault path resolution or simple DB.

External

  • V1: Google Cloud project and Calendar API enabled; Slack app created and installed in workspace. Compliance with Google and Slack platform policies (OAuth, scopes, data use).

Team

  • Playbook owner to add or update “meeting preparation” section.
  • At least one delivery and one GTM lead to pilot and give feedback.

17. Risks and Mitigations

RiskLikelihoodImpactMitigation
Low adoption (“too much process”)MediumHighKeep playbook minimal; one template and one path per meeting type; optional “light” template for short syncs.
Inconsistent paths or namingMediumMediumDocument exact paths and naming in playbook; add example filenames.
Context pull is manual and slowMediumMediumMVP: document “what to pull in” (transcripts, Linear); V1: optional prompt or agent to draft agenda from context.
Google Calendar permissions / token expiryMediumMediumUse refresh tokens; document re-auth flow; consider domain-wide delegation for org calendar if preferred.
Slack notification fatigueLowMediumMake notification timing configurable (e.g. 24h vs. 48h); offer daily digest instead of per-meeting DMs.

18. Timeline Summary

PhaseScopeDurationStatus
POCPlaybook entries for client + sales agenda creation; 2 real agendas created.[TBD]Not Started
MVPFull meeting-prep playbook section; vault guide update; 2-week adoption pilot.[TBD]Not Started
V1Standardized use; Slack App + Google Calendar (forecast, predict, prepare, notify); optional platform “agenda exists” view or draft-from-context.[TBD]Not Started

Notes: Timeline estimates require product/ops input. No engineering dependency for POC/MVP.

19. References

  • Knowledge + standards: .cursor/rules/knowledge-standards.mdc; knowledge/KNOWLEDGE_AND_STANDARDS_GUIDE.md
  • Meeting agenda template: standards/02-writing/Project-Setup/meeting-agenda-template.md
  • Client meeting workflow: knowledge/KNOWLEDGE_AND_STANDARDS_GUIDE.md (Creating a Meeting Agenda; Documenting a Client Meeting)
  • Example client agenda: knowledge/clients/lmnt/meeting-agendas/2025-01-09_russell_retail.md
  • Example sales/ICP prep: knowledge/gtm/meetings/icp-meeting-prep-robert-2026-02-17.md
  • Stakeholder context (agendas required): knowledge/clients/unassigned/transcripts/2025-11-21_ai_team_sprint_planning_for_next_week_3b541548.md (e.g. ~23:50–26:00)
  • PRD prompts: standards/04-prompts/prd/prd-prompts.md
  • PRD template: standards/02-writing/PRDs/prd-template.md
  • PRD checklist: standards/02-writing/PRDs/prd-checklist.md

Changelog

DateAuthorChange
2026-02-23Brainforge Product TeamInitial draft
2026-02-23Brainforge Product TeamAdded Slack App + Google Calendar: forecast, predict, prepare, notify; Section 7; V1 scope; technical approach; FRs; deps; risks; metrics; OQs.

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