Examples: Automating Customer Meeting Prep with Tonkean

Preparing for customer meetings is a critical task for enterprise operations professionals in procurement, legal, and IT. Yet, the process is often time-consuming, error-prone, and inconsistent—especially when information is scattered across multiple systems like Salesforce, Outlook, and internal knowledge bases. The Meeting Prep Workflow Agent template from Tonkean is designed to solve these challenges by orchestrating every step of your meeting preparation process, leveraging AI and seamless integrations to ensure you never miss a detail.

Example 1: Automated Agenda Creation for Sales Teams

Imagine your sales team has a packed calendar of customer meetings. Traditionally, reps spend hours pulling together account notes from Salesforce, reviewing recent email threads, and manually creating agendas. With Tonkean's Meeting Prep Workflow Agent, the process is fully automated:

• The agent pulls the latest customer data from your CRM (Salesforce or Airtable).
• It scans recent communications in Outlook or Gmail for context.
• AI summarizes key action items and open issues from previous meetings.
• An agenda is automatically generated and sent to all participants via email or Slack, using Slack Intake integration.

This not only saves time but ensures every meeting is set up for success with the most current and relevant information.

Example 2: Standardized Prep for Legal Client Meetings

Legal operations teams often need to prepare for client meetings by gathering documents, reviewing case notes, and ensuring compliance requirements are met. The Meeting Prep Workflow Agent can:

• Automatically collect all necessary documents from Box, Google Drive, or DocuSign.
• Compile a summary of outstanding legal matters using Tonkean's Intelligent Request Classification.
• Generate a compliance checklist and distribute it to the legal team ahead of the meeting.
• Track status and follow-ups with a Request Status Tracker.

This level of orchestration ensures legal teams are always prepared, reducing risk and improving client satisfaction.

Example 3: IT Project Syncs with Cross-Tool Integration

For IT operations, cross-functional meetings often require input from project management tools like Asana or Jira. Tonkean's Meeting Prep Workflow Agent can:

• Aggregate project updates and tickets from Jira and Asana.
• Summarize blockers and assign action items using AI-powered insights.
• Distribute a unified meeting brief to all stakeholders, regardless of their preferred communication channel (email, Slack, or Teams).
• Log meeting outcomes back into the relevant systems for full process traceability.

This eliminates manual coordination and ensures everyone is aligned before, during, and after the meeting.

Why Tonkean for Meeting Prep Automation?

Tonkean's automation platform empowers operations professionals to build and customize meeting prep workflows without code. By leveraging AI and GPT for operations, Tonkean ensures that every meeting is data-driven, compliant, and efficient. Integrations with your existing tech stack—CRMs, document management, communication tools, and more—mean you can orchestrate complex workflows end-to-end, all from a single platform.

Ready to transform your meeting preparation process? Get started with Tonkean today, or explore more use cases in our solutions library.