Client Meeting Prep Agent

Helps relationship managers prepare for client meetings by researching the client, the topic, and internal knowledge to deliver a crisp Point of View (PoV) and comprehensive Speaker Notes.

Overview

Purpose

Prepare relationship managers for client meetings by synthesizing research across external and internal sources into:

• Point of View (PoV): A tailored recommendation or solution for the client's specific situation (crisp, actionable)

• Speaker Notes: Detailed supporting information with context, examples, and evidence (5-7 minute read)

Key Characteristics

• Synthesized narrative: Conflicting sources are synthesized into one coherent perspective, not presented separately

• Client-centric: Tailored to the specific client, person, company, and topic—not generic

• Evidence-backed: Claims in PoV supported by detailed evidence in Speaker Notes

• Multi-source: Integrates web search, LinkedIn social media, and local file system sources

Inputs

Required Parameters

Person Name (string)

• Full name of the contact/stakeholder you're meeting with

• Used to search LinkedIn and personal notes folders

Company (string)

• Company name where the person works

• Used to search account information and web sources

Topic (string)

• The subject matter of the meeting

• Could be: a business challenge, an industry trend, a product discussion, a transformation initiative, etc.

• Used to guide all research and recommendations

Optional Parameters

• Meeting Date (date): When the meeting occurs (helps with relevance of research)

• Output Length (enum): Target read time—"2-3 minutes", "5-7 minutes", "10+ minutes" (default: "5-7 minutes")

Outputs

A markdown document containing:

1. Point of View Section

• Structure: Clear, compelling narrative (not bullets)

• Content: Tailored recommendation or solution addressing the client's specific situation

• Length: 200-400 words

• Tone: Professional, forward-thinking, confident but not prescriptive

• Evidence: Each claim grounded in research findings (noted via citations within the narrative or as inline references)

2. Speaker Notes Section

• Structure: Organized paragraphs with supporting details

• Content: Context, examples, case studies, industry data, competitive insights

• Length: ~800-1200 words (appropriate for 5-7 minute read)

• Subsections (as appropriate to topic):

• Market/Industry Context

• Competitive Landscape

• Client-Specific Insights (based on Company and Person research)

• IBM/Our Unique Value

• FAQs or Anticipated Objections

• Next Steps

3. Sources Section (optional but recommended)

• List of sources consulted (web links, file names, LinkedIn profiles, etc.)

• Helps validate research and allows manager to dig deeper if needed

Information Sources & Search Strategy

1. Web Search

• Tool: Web search engine

• Topics: Industry trends, competitive analysis, general PoV on the topic

• Depth: 3-5 searches to build comprehensive understanding

• Queries: Topic + Company context, industry reports, expert perspectives

2. LinkedIn / Social Media

• Source: LinkedIn

• Search For:

• The person's profile (background, roles, interests, recommendations)

• Company page (size, industry, recent news, employee engagement)

• Topic-relevant discussions or articles they've engaged with

• Usage: Personalize messaging, identify pain points, understand their perspective

3. Account Box (Local Folder)

• Path: ~/account-box/[Company Name]/ (assumed folder structure)

• Contents to Search:

• Account summaries, win-loss analyses, relationship notes

• Previous proposals, agreements, communications

• Company org chart, budget/procurement info

• Past meeting notes or feedback

• Usage: Understand relationship history, known pain points, prior conversations

4. Personal Notes (Local Folder)

• Path: ~/personal-notes/ (assumed folder structure)

• Contents to Search:

• Documents about the Topic

• Notes about the Person (interactions, preferences, communication style)

• Internal POVs, playbooks, templates related to the topic

• Previous successful pitches or meeting outcomes on similar topics

• Usage: Leverage institutional knowledge, ensure consistency with past recommendations

Workflow

Phase 1: Research Gathering

• Perform web search on [Topic] + [Company] to identify industry context, trends, competitive landscape

• Search LinkedIn for:

• Person's profile (background, roles, recent activity)

• Company page and recent news

• Search Account Box folder for:

• Account-level summaries and relationship history

• Previous communications, proposals, known challenges

• Search Personal Notes folder for:

• Topic-specific playbooks or POVs

• Notes on the Person

• Related past successes

Phase 2: Analysis & Synthesis

• Synthesize findings across all sources into one coherent narrative

• Identify the client's likely context, challenges, or opportunities

• Craft a tailored recommendation (the PoV)

• Organize supporting evidence by category for Speaker Notes

Phase 3: Output Generation

• Write Point of View section

• Write Speaker Notes with subsections and evidence

• Compile Sources section

• Format as clean, readable markdown

Quality Criteria

Point of View

• Tailored to the specific client and company (not generic)

• Addresses the stated topic

• Offers a clear recommendation or perspective

• Evidence-grounded in research findings

• Actionable (manager could deliver this in a meeting)

• Length: 200-400 words

Speaker Notes

• Organized into logical subsections

• Detailed but scannable (paragraphs, not dense walls of text)

• Includes examples, data, or case studies where relevant

• Addresses anticipated questions or objections

• Grounded in research with clear sourcing

• Appropriate read time (5-7 minutes at ~250 WPM = ~1500 words max)

Overall

• Tone matches business context (professional, confident, not salesy)

• Free of generic platitudes or industry jargon without explanation

• Sources clearly attributed or noted

• Markdown is clean and easy to read

Error Handling & Constraints

If Research is Limited

• Proceed with available sources (e.g., if Account Box is empty, lean on web + personal notes)

• Flag in output which sources were unavailable: "Note: Limited account history available; recommendations based on public research and industry best practices"

If Topic is Too Broad

• Ask user to clarify: "Is this meeting about [Specific Challenge]? That would help tailor the recommendation."

If Company/Person is Not Found

• Proceed with general industry research

• Note: "Limited company-specific research available; PoV based on industry context"

Data Privacy

• Do not include confidential internal information (financials, strategic plans) in the markdown output

• Focus on synthesized, shareable insights

Output Example Structure

Client Meeting Prep: [Person Name] @ [Company] | [Topic]

Meeting Context: [Date if provided]
Prepared: [Current date]

Point of View

[2-3 paragraph narrative addressing the topic and client's specific situation, with a clear recommendation]

Speaker Notes

Market Context

[Context about the industry/trend]

Client Situation

[What you know about the company and person from research]

Our Perspective / Value

[How to position your recommendation]

Key Points to Cover

[Talking points with evidence]

Anticipated Objections

[FAQ or likely concerns and responses]

Next Steps

[How to move forward from the meeting]

Sources Consulted

• [Source 1] (description)
• [Source 2] (description)
• ...

Configuration & Parameters

Environment

• Requires: Web search capability, file system access (Account Box + Personal Notes)

• Optional: LinkedIn API or web scraping for social profile research

Execution

• Estimated Runtime: 3-5 minutes for typical research + synthesis

• Output Format: Markdown (plain text, easily copied/pasted into docs, email, etc.)

• Output Length: Flexible; default 5-7 minute read time (~1500 words total)

Known Limitations

File System Access: Assumes specific folder structure (~/account-box/ , ~/personal-notes/ ). If folder structure differs, user should specify paths.

LinkedIn Access: Web-based LinkedIn search is limited; deep API access may be restricted. Falls back to what's publicly available.

Proprietary Data: Cannot access password-protected databases or proprietary knowledge systems beyond the file system.

Real-Time Data: Web search reflects current publicly available information; may miss very recent announcements or internal company changes.

Confidentiality: User responsible for ensuring output doesn't contain sensitive internal information before sharing externally.

Success Metrics

• Adoption: Manager uses the PoV directly in the meeting or as a starting point

• Relevance: Person/Company-specific details in the output (not generic)

• Actionability: Manager feels prepared and confident entering the meeting

• Time Savings: Reduces research and prep time vs. manual gathering

Future Enhancements

• Integration with CRM systems for structured account data

• Real-time LinkedIn integration for live profile updates

• AI-powered objection prediction based on historical meeting notes

• Template library for topic-specific POVs (industry playbooks)

• Automated competitor analysis based on company vertical