Automated meeting prep using ChatGPT Gmail Connectors
The Rundown: Connect ChatGPT to Gmail, Google Calendar, and Google Drive to automatically research meeting attendees, pull relevant context from emails, and gather necessary files for detailed pre-meeting prep.
Who is this useful for:
- Busy execs managing back-to-back meetings
- Sales professionals needing quick client research
- Anyone wanting to show up more prepared and professional
STEP 1: Enable Multiple Connectors (With Important Privacy Considerations)
Head to ChatGPT and look for the connector icon by clicking your profile picture on the bottom left → connectors (it looks like a puzzle piece).
Click "Browse connectors" and you'll need to enable Gmail, Google Calendar, and Google Drive for full meeting preparation.
Privacy note: Enabling connectors requires a Plus or Pro account and gives ChatGPT view access to your private data. As an AI power user, I make this sacrifice for the extra features since testing these tools is part of my job. However, please be extremely careful if your job involves sensitive data or if you work in regulated industries.
STEP 2: Create Your Meeting Prep Prompt
Now comes the powerful part - crafting a comprehensive prompt that leverages all your connected data sources. In the ChatGPT interface, use this specific prompt structure:
*"Look at my next meeting in Google Calendar and give me a complete rundown. I need:
1. Background on each attendee based on our email history in Gmail
2. Context about the meeting topic from recent communications
3. Relevant files from Google Drive that relate to this meeting
4. Key discussion points I should prepare based on our past interactions
Help me come fully prepared with all necessary context and materials."*
ChatGPT will automatically search across Calendar, Gmail, and Drive to compile a comprehensive brief.
STEP 3: Analyze Meeting Context and Attendee History
ChatGPT will return a detailed analysis that includes:
- Complete meeting details and agenda items
- Recent developments or changes in ongoing projects
- Suggested files and documents to have ready
This is particularly powerful for complex business relationships where context matters. Instead of manually searching through months of emails and files, ChatGPT instantly provides the full picture.
STEP 4: Set Up Automated Meeting Prep Task
To make this process even more efficient, create reusable scheduled automation so ChatGPT sends you meeting prep briefs every morning.
Simply prompt:
"Create a scheduled task to run this prompt every morning at 9AM with all my meetings for the day so I can be prepared."
Pro tip: For high-stakes meetings, ask ChatGPT to "Identify potential concerns this person might have based on our email history" to help you anticipate objections.