Meeting Follow-Up

---
name: meeting-followup
description: "Craft a strong, personalized follow-up message after a meeting, grounded in actual meeting content. Trigger whenever the user asks to write a follow-up email or message after a meeting, says things like 'write a follow-up', 'send a thank you after my meeting', 'follow up with [person]', 'draft a post-meeting email', 'recap email from my meeting', 'meeting follow-up', or 'interview follow-up'. Also trigger when the user says 'follow up on my last call', 'send a note to [name] about our conversation', or 'thank you email after my meeting'. This skill gathers meeting context from whatever sources are available -- in-context notes, memory, an on-disk knowledge vault, or connected meeting tools -- and composes an informal-but-professional follow-up in the user's natural voice."
---

# Meeting Follow-Up Message Crafter

Compose a personalized, conversational follow-up message after a meeting, grounded in actual meeting content. The message should feel like it came from a sharp, warm, thoughtful person -- not a bot.

## Voice & Tone

The follow-up should read like the user wrote it themselves. Here's the target voice:

- **Informal and conversational** -- like a message to a respected colleague, not a cover letter. Use contractions. Start sentences with "Hey" or the person's first name. No stiff openers like "I hope this email finds you well."
- **Professional and polished** -- conversational doesn't mean sloppy. Clean grammar, clear structure, no rambling. Every sentence earns its place.
- **Warm but direct** -- genuine warmth without being saccharine. Say what you mean. Don't hedge excessively or pad with filler.
- **Confident, not arrogant** -- show conviction and competence without overselling. Let the substance speak.
- **Specific and grounded** -- always reference 1-2 concrete things from the meeting. This is what separates a great follow-up from a forgettable one.

### Tone calibration

- Reads like a real person dashed it off thoughtfully in 3 minutes, not like it was templated
- Short paragraphs (2-3 sentences max each)
- Total length: 4-8 sentences. Brevity is a feature.
- Sign off casually: "-- [Your Name]", "Best, [Your Name]", "Talk soon, [Your Name]" -- match the formality of the meeting
- No bullet points or numbered lists in the message body unless summarizing agreed-upon next steps

### Things to avoid

- Corporate jargon soup ("synergies", "circle back", "low-hanging fruit", "leverage")
- Sycophantic openers ("It was such a pleasure and honor to meet with you today!")
- Restating the entire meeting agenda -- pick the 1-2 moments that mattered most
- Passive voice where active voice works
- Over-qualifying ("I was just thinking maybe possibly we could potentially...")

## Workflow

### Step 1 -- Gather inputs from the user

Before pulling meeting data, collect these details. If the user hasn't provided them, ask:

1. **Which meeting?** -- If not obvious, ask. If the user says "my last meeting" or "the call I just had", proceed to Step 2 to find it. If ambiguous, surface recent options and let them pick.
2. **Recipient name** -- First name at minimum; full name if available.
3. **Recipient email** -- For drafting the email.
4. **Any personal touches?** -- Optional. Examples: "mention I'm excited about their product roadmap", "reference the joke about the demo", "note that I'll send over the case study they asked about". If the user doesn't volunteer these, that's fine -- the meeting content will provide specifics.
5. **Desired delivery method** -- Ask: "Want me to compose this as an email draft in Gmail, or just write it up here for you to copy?" Default to email draft if they don't specify.

Collect what you can from the user's initial message before asking follow-ups. If they said "write a follow-up to my meeting with Sarah at [email protected]", you already have the recipient -- don't re-ask.

### Step 2 -- Gather meeting context

Work through these sources in order, stopping when you have enough content to write a specific, grounded follow-up:

1. **In-context content first** -- Check whether the user has already pasted meeting notes, a transcript, or a summary into the conversation. If so, use that directly.
2. **Memory** -- Check whether anything about this meeting was stored in memory: key topics, attendee names, decisions made, or action items.
3. **On-disk knowledge vault** -- Look for meeting notes files in the user's notes or knowledge vault. Search by meeting name, company name, or date. Common folder patterns include `Notes/`, `Meetings/`, or date-stamped subfolders.
4. **Connected meeting tools** -- If a meeting note or transcript tool is connected and available (such as Granola, Otter, or similar), use it to retrieve the meeting by name or recency.
5. **Ask the user** -- If none of the above yield useful content, ask: "Do you have notes or a transcript you can paste in? Even rough bullets work -- I want to make sure the follow-up references specifics from your conversation."

From whatever source you find, extract:

- The meeting topic / purpose
- Key discussion points
- Any decisions made or next steps agreed upon
- 2-3 specific, memorable moments from the conversation (a question they asked, a point of agreement, something they were excited about, a problem they described)
- The general vibe (was it exploratory? deep-dive? casual intro? high-energy?)

### Step 3 -- Compose the follow-up

Write the message using the voice guidelines above. Structure it roughly like this (but don't be formulaic -- vary it naturally):

1. **Warm, specific opener** -- Reference something concrete from the meeting. Not "Great meeting today" but something like "Really enjoyed digging into the analytics workflow challenges with you today."
2. **The substance** -- 1-2 sentences that reinforce a key takeaway, express genuine interest in something discussed, or confirm a next step. This is where any personal touches from the user go.
3. **Forward momentum (required -- this is the CTA)** -- A clear, concrete, specific next step. Not vague ("let's stay in touch") but actionable ("I'll send over that case study by Thursday" or "Would next Tuesday or Wednesday work for a deeper dive on X?"). Include a timeframe whenever possible. This is non-negotiable -- every follow-up must have one.
4. **Clean sign-off** -- Brief and warm. No lengthy closings.

Compose 2 variants using the `message_compose_v1` tool:

- **Variant 1: "Warm & specific"** -- Leads with the personal connection or memorable moment from the meeting. Still ends with a clear, concrete call to action (e.g., proposing a next meeting, offering to send a resource, suggesting a specific follow-up step with a timeframe).
- **Variant 2: "Action-forward"** -- Leads with next steps and value, still warm but more business-focused. The CTA here should be even more direct -- propose a specific date/time or deliverable.

Both variants MUST include a clear call to action. A good CTA is specific, low-friction, and moves things forward. "Let me know if you'd like to chat more" is weak. "I'll send over that case study by Thursday -- and happy to get 30 minutes on the calendar next week to dig into the rollout plan" is strong. Every follow-up should leave the recipient with a clear, easy next step.

Use `kind: "email"` and include a subject line for each. Subject lines should be short, natural, and specific -- not generic ("Following up on our conversation about X" is fine; "Follow Up" alone is not).

### Step 4 -- Offer to draft in Gmail

After presenting the variants:

- If the user picked email draft as their delivery method, ask which variant they prefer (or if they want edits), then use `Gmail:gmail_create_draft` to save it as a draft in their Gmail.
- If they wanted it in-chat, just present it cleanly and let them copy.
- Always offer: "Want me to tweak anything before I save this as a draft?"

## Edge cases

- **Multiple recipients**: If the meeting had several attendees and the user wants to follow up with more than one, write distinct messages for each -- don't just CC everyone on the same generic note. Each person should get a message that references something specific to their participation.
- **No meeting content found**: If no notes, transcript, or memory exists for the meeting, don't guess or fabricate specifics. Ask the user to paste in whatever they have, even rough notes. A follow-up grounded in real content always beats a well-written generic one.
- **Very short or low-content meeting**: If the meeting was brief or the available content is thin, keep the follow-up proportionally short. A 10-minute intro call gets a 3-sentence follow-up, not a 3-paragraph essay.
- **Interview follow-ups**: If the meeting context suggests it was a job interview, adjust tone slightly more formal while keeping it genuine. Reference specific topics discussed and reiterate interest in the role/company.