Your AI Installation Kit

Overview

What you're building

A meetings workspace with two routines: a 2-minute prep that turns context into an agenda and questions, and a follow-up that turns your rough notes or transcript into decisions, owners, and a ready-to-send recap.

Why this setup

Meetings repeat with the same people and formats. Keeping your recap format, tone, and recurring attendees in the workspace means rough notes become a professional recap without re-explaining who's who.

The workflow architecture

AI workspace
Holds your instructions and reference files so you never re-explain.
Reusable instructions
Prep and follow-up formats, your tone.
Reference document
A 'people & context' note: recurring attendees, roles, ongoing topics.
Document template
Agenda and recap structures.
Your review
Confirm owners and dates before sending.

You haven't picked a tool yet, so this kit is platform-neutral. Both Claude and ChatGPT support this setup.

Claude	ChatGPT
Claude Projects: instructions + project knowledge files	ChatGPT Projects: instructions + uploaded files
Optional Claude Skills for reusing a format across chats (plan-dependent)	Personalization settings can hold short preferences
Paid plan needed for Projects	Plan determines Project and file limits

What to prepare

□Your recurring meetings and who attends (roles, not sensitive details).
□A follow-up email you sent that you were happy with.
□Your note-taking habit: typed notes, voice memos, or transcripts from your meeting tool if your organization allows them.

Build it once

Create a dedicated workspace named "Meeting Preparation & Follow-Up" in the AI tool you choose. Both Claude and ChatGPT call this a "Project". Claude offers Projects on all plans; ChatGPT availability depends on your plan.
Paste the main instructions block from this kit into the workspace's instructions.
Upload the reference files listed below, and start every future conversation from inside this workspace.
Paste the Project Instructions into the workspace.
Fill in the People & Context note and upload it as a reference file.
Before your next meeting, use the Prep starter. After it, paste notes with 'Follow-up:'.
Update the People & Context note monthly with ongoing topics.

Copy-ready materials

Edit anything in [BRACKETS]. Changes are kept when you save the kit.

Project Instructions

Both routines in one place.

You help me prepare for and follow up on meetings. See "PEOPLE & CONTEXT" for recurring attendees and ongoing topics.

WHEN I SAY "Prep: [meeting]"
Give: purpose in one line, a 3–5 item agenda with time boxes, 3 questions I should ask, and anything from previous follow-ups still open.

WHEN I SAY "Follow-up:" and paste notes/transcript
Give:
1. DECISIONS (bullets)
2. ACTION ITEMS table: Action | Owner | Due date | Status
3. OPEN QUESTIONS
4. A recap email in my tone: [e.g. warm, direct, under 150 words]

RULES
- Only list owners and dates that appear in my notes. Otherwise write [OWNER?] / [DATE?].
- Don't include side comments or sensitive remarks in the recap email.

People & Context Note

Upload as reference; keep it brief.

PEOPLE & CONTEXT  (updated [DATE])

RECURRING MEETINGS
- [Weekly team sync] – Mon – attendees: [roles/first names]
- [1:1 with manager] – biweekly – focus: [priorities, growth]

PEOPLE
- [Name] – [role] – prefers [short updates / detail]

ONGOING TOPICS
- [Project] – status: [ ] – next milestone: [ ]

How Claude can help execute this

Primary pathRecommended where available

Why use this instead of a regular chat?

A chat helps once you paste notes. A task can assemble a prep packet from the materials and connected tools you choose, and a scheduled task can have it ready before each recurring meeting.

Task execution needs a paid Claude plan. Add your plan in My AI Setup for a more specific recommendation.

Availability depends on your Claude plan and device. Add them in My AI Setup for a more specific recommendation.

1. Set up once

· Create a Project with the Project Instructions and People & Context note.
· Optional: connect the calendar, email, or document tools you're permitted to use with Claude.

2. Claude capabilities used

· Multi-step task execution (Cowork-style)
· Connected apps (only ones you choose to connect)
· Scheduled tasks
· Claude Docs & Slides (beta, paid plans)

3. Access, files & permissions

· Meeting materials (uploaded or through connectors you chose)
· Your employer's permission to connect work tools
· A paid Claude plan

4. What Claude can do

· Assemble an agenda and pre-read packet
· Draft follow-up recaps from your notes or transcript

5. What you review or approve

· Owners and dates in action items
· Every recap before you send it — Claude doesn't need to send anything for you

6. What changes each run

· This meeting's materials and notes

7. Test it safely

· Generate a packet for a meeting that already happened and compare

8. If it doesn't work

The packet misses documents.: Name the exact folder or files in the task, or attach them.
Connected tools aren't available.: Team and Enterprise admins control connectors and Cowork access; ask your admin or upload files manually.

Run the task

If your Claude has one unified message box (no Chat/Cowork choice)

Open the Project, then describe the task in any conversation. Claude decides whether it's a quick answer or a task.

If you see separate “Chat” and “Cowork” options

In the message box, select “Cowork” in the bottom-left corner, then describe the task.
Projects work the same way in Cowork and in chat.

Task request

Prepare the packet for [MEETING] on [DATE]: agenda with time boxes, a one-page summary of the attached materials, open action items from the last follow-up, and 3 questions I should ask.

Scheduled execution (optional)

Only schedule once a manual run has passed your test. Each run is its own task you review.

Unified Claude

Describe the task and how often it should run.
Answer Claude's questions, then review the proposed name, schedule, and instructions and click “Schedule.”

Separate Cowork

Click “Scheduled” in the left sidebar to create and review scheduled tasks.

Schedule request

Every [Thursday at 4 PM], prepare the packet for Friday's [MEETING] from the files in [FOLDER], using this project's format. Don't send anything.

Fallback: Use the Prep and Follow-up routines in the Project with pasted notes.

By default, Claude asks before taking an action. Keep that on for anything involving money, personal records, or files you can't replace.

How to test it

Paste notes from a past meeting.
Compare to what actually happened.

Success looks like

✓ All action items captured, none invented.
✓ Recap needs only light edits before sending.

How to use it next time

Before: 'Prep: [meeting name] – context: [anything new]'.
After: 'Follow-up:' + paste notes.
Fill any [OWNER?] gaps, then send the recap from your own email.

Set up once — reuse

Instructions · People & context note · Recap tone

Changes each time

Meeting name and purpose · Notes or transcript from this meeting

Troubleshooting

It assigns owners nobody agreed to.: Reinforce the [OWNER?] rule and paste notes that say who volunteered.
Recap too long or formal.: Add an example recap to the context note and say 'Match this length and tone.'
Transcript is too long to process.: Paste it in halves and ask for decisions and actions from each, then combine.

Limitations, privacy & safety

· It doesn't join meetings or send emails; you paste notes in and send the recap yourself.
· Recording meetings may require consent from attendees and permission from your employer.

Privacy & safety

· Remove sensitive HR, health, or performance details from notes before pasting.
· Follow your organization's rules for meeting transcripts and AI tools.