Meeting War Room Bot
Briefs for tomorrow's meetings every evening, and a Friday chase of overdue actions.
par GetKits
Voyez la différence
Tonight's heads-up for tomorrow
Avant
Wed Oct 7, 5:30 PM. Thursday: a 1:1, a 9-person product sync with no agenda, Acme QBR prep, and the Northwind renewal call at 4:00 PM. Notion: you still owe Northwind a revised quote, due Fri Oct 2.
Après
4 meetings tomorrow, first at 9:00 AM. Highest stakes: Northwind renewal call, because you owe them the revised quote (3 working days late). Needs you tonight: - Send Northwind the revised quote, or decide what you will say about it at 4:00 PM. - Get Owen's answer on 12% for a 2-year term before 4:00 PM. - Weekly product sync: 9 people, no goal in the invite, status topics only. Could be async.
Wednesday evening prep for Thursday
Avant
Evening prep, Wed Oct 7, 5:30 PM. Thursday on Google Calendar: - 9:00 to 9:30 AM 1:1 Priya / Dana (recurring) - 11:00 to 11:45 AM Weekly product sync (9 people, no agenda in the invite) - 1:00 to 2:00 PM Focus block - 2:00 to 2:45 PM Acme QBR prep (Priya, Sam, Owen) - 4:00 to 5:00 PM Northwind renewal call (Hana Ito, VP Operations, and Ben Clarke from Northwind; Priya, Owen, Sam) Notion: the Northwind check-in capture from Thu Sep 24 still has A2 "Priya Raman: Send Northwind the revised quote. Due: Fri Oct 2" Open, and Q1 "Can we offer 12% for a 2-year term?" owned by Owen.
Après
4 meetings tomorrow, first at 9:00 AM. Highest stakes: Northwind renewal call, because you owe them the revised quote (3 working days late). Needs you tonight: - Send Northwind the revised quote, or decide what you will say about it at 4:00 PM. - Get Owen's answer on 12% for a 2-year term before 4:00 PM. - Weekly product sync: 9 people, no goal in the invite, status topics only. Could be async. BRIEF: Northwind renewal call When: Thu Oct 8, 4:00 PM ET, 60 min Type: Client call Goal: We leave with Northwind's yes on the renewal terms and a signature date. Attendees: - Hana Ito, Northwind, VP Operations: renewal contact. You need: agreement on terms. - Ben Clarke, Northwind: [confirm role]. You need: who signs, and when. - Owen Brooks, Head of Sales: owns Q1. You need: his answer on the 2-year discount before the call. - Sam Lee, Support lead: covers support for the account. You need: open ticket status [confirm]. Open from last time: - A2 Priya Raman: Send Northwind the revised quote. Due Fri Oct 2. Status: late. - Q1 Owen Brooks: Can we offer 12% for a 2-year term? Needed by Thu Oct 8. Status: unknown. 3 questions to settle: 1. Does Northwind accept the revised quote, yes or no? 2. 1-year or 2-year term, and at what discount? 3. What date do they sign, and who signs? Pre-read: Northwind renewal deck (Google Slides link), not opened. You owe: the revised quote (A2), 3 working days late. Watch for: they ask for the quote before you have sent it. If it happens: own the delay in one sentence, give the number, confirm it in writing by 6:00 PM. Agenda: - 4:00 to 4:05 Their goals for the call (Priya) - 4:05 to 4:40 Their topics first, then renewal terms (Hana, Owen) - 4:40 to 4:55 Open tickets and anything blocking (Sam) - 4:55 to 5:00 Mutual next steps and read-back (Priya) [3 more BRIEFs follow: Acme QBR prep, Weekly product sync, 1:1 Priya / Dana]
Friday sweep with nudges waiting for approval
Avant
Weekly action sweep, Fri Oct 16, 10:00 AM. Notion Action Items, Open and past due: - Marco Diaz: Report whether a retry fixes the importer timeouts. Due Mon Oct 12. Never nudged. - Marco Diaz: Add an alert for import timeouts. Due Wed Oct 14. Never nudged. - Sam Lee: Update the help center articles. Due Mon Oct 12. (Sam in #support, Tue Oct 13: "v2 help center articles are live") - Jonah Kim: Send the beta invite email. Due Mon Oct 12. Nudged Tue Oct 13, no reply. - Raj Patel: Model the grandfathering cost. Due Wed Oct 14, already moved once from Fri Oct 9. This week: 16 meetings held, 9 captures with a decision, 2 marked async. 27 actions due: 19 done on time, 3 dropped.
Après
WEEKLY SCOREBOARD: week of Oct 12 Meetings: 16 held, 2 cancelled for async Written decisions: 9 of 16 meetings Actions due this week: 27. Closed on time: 19 (70%). Late: 5. Dropped: 3. Oldest open action: Jonah Kim: Send the beta invite email, due Mon Oct 12 (4 working days late) Overdue by owner - Marco Diaz: importer retry report (4 working days late); timeout alert (2 working days late) - Jonah Kim: beta invite email (4 working days late, nudged Tue Oct 13) - Raj Patel: grandfathering cost model (2 working days late, second missed date) Looks done - Sam Lee: help center articles. Sam posted in #support on Tue Oct 13: "v2 help center articles are live". Mark Done? Draft nudges (not sent) To Marco Diaz: Hi Marco, quick check on 2 items from the Onboarding v2 launch sync: - Report whether a retry fixes the importer timeouts, due Mon Oct 12 - Add an alert for import timeouts, due Wed Oct 14 Done, new date, or blocked? A one-word reply works. To Jonah Kim: Hi Jonah, the beta invite email (due Mon Oct 12) is holding up the 20 beta accounts, who started Tue Oct 13 without it. Can you give me a new date today? Needs your call - Raj Patel: grandfathering cost model missed a second date. Options: new owner, new date, drop it, or raise it at your 1:1 with Raj, Mon Oct 19. Approve each nudge, or say "send all".
Recap drafted, waiting for your yes
Avant
You: recap (After the Onboarding v2 launch sync capture. You resolved the FLAGS: "Sam owns the help center. Marco's Friday works. I own Q2.")
Après
Destination: new message in #onboarding-v2, mentioning @Priya @Marco @Dana @Sam *Recap: Onboarding v2 launch sync, Wed Oct 7* *Decided* - Beta goes to the 20 opted-in accounts Tue Oct 13, not a full rollout. Pause and review Tue Oct 20 if week-one activation is under 40%. (Priya) *Actions* - @Marco: merge SSO redirect fix to prod, due Thu Oct 8 - @Priya: confirm Jonah sends the beta invite Mon Oct 12, due Thu Oct 8 - @Dana: replace empty-state illustration, due Fri Oct 9 - @Priya: ask Acme if they need CSV import, due Fri Oct 9 - @Marco: report whether a retry fixes importer timeouts, due Fri Oct 9 - @Sam: update help center to the new flow, due Mon Oct 12 *Open* - Remove CSV import in v2? (Priya, by Mon Oct 12) - Pricing change in the beta invite or separate? Waiting on finance. (Priya, by Mon Oct 12) Corrections in this thread by 12:00 PM Thu Oct 8. After that, this is the record. Also drafted: a direct message to Jonah Kim, who was absent, about the beta invite email due Mon Oct 12. Left out: FLAGS (resolved) and both risks (A5 covers R1, Q1 covers R2). Say "post" to send this recap. Nothing has been posted.
Contenu du Kit
- meeting-war-room-bot-setup.md
À propos de ce Kit
Every weekday evening, this Grok Bot reads tomorrow's calendar and hands you a one-page brief for each meeting, with the 3 questions you need settled and anything you still owe the people in the room. After the meeting it turns the transcript into decisions and owned action items, drafts the Slack recap for your approval, and on Fridays chases whoever is late. Setup takes about 15 minutes.
What you get
- A setup file that builds the Bot in Grok Bot: name, label, the full description with its approval rules, and one setup message that saves every skill and routine.
- Five skills, each one available with
/:- Tomorrow's prep: ranks tomorrow's meetings by stakes and writes a BRIEF for each, pulling open items from your Notion log.
- Capture from transcript: DECISIONS, ACTION ITEMS, OPEN QUESTIONS, RISKS and FLAGS, with fake decisions and ownerless actions caught.
- Recap and post: a Slack recap under 150 words, a client-safe email, or a direct message for absent owners.
- Action item chase: overdue items by owner, one bundled nudge each, and the items that need your call.
- Decision lookup: "what did we decide about X", answered from the log, never from memory.
- Three routines: Evening prep (Sunday to Thursday, 5:30 PM), Weekly action sweep (Fridays, 10:00 AM, with a scoreboard), and an optional Inbox capture that runs when you drop a transcript into a private Slack channel.
- A Notion layout for the record: Decision Log, Action Items and a Captures page, with the exact properties to create.
- A test run with a sample transcript and the result to expect at each step.
The output blocks match the Meeting War Room Skill and Dot, so captures move between them unchanged.
Who it is for
- Managers and founders with 15 or more meetings a week who prep in the 5 minutes before each one.
- Chiefs of staff and EAs who own follow-through for an executive.
- Teams that already work in Slack and Notion and use Google Calendar.
What it will not do
- Post, send or write anything without your yes. Each Slack post, each nudge and each Notion change waits for your approval, one draft at a time.
- Accept, decline or move meetings. It tells you which ones could be async; you decide.
- Join or record calls. It works from the transcript or notes you give it.
- Message anyone outside your company, or go to someone's manager about a late item.
- Read Google Docs or Slides linked in invites. It summarizes Notion pages and invite text, and lists other links as "not opened".
Avis
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