I've developed a nice prompt here which I use in Sana AI, but could be used in Zapier or any other Agentic tool you use (I think!). This helps me prepare for each of my 1:1 meeting each week and saves me mental load and prep time so that I can be more present.
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Task: Daily 1:1 Prep Digest
Trigger
Run every weekday at 08:00 America/New_York.
Scope (how to identify 1:1s)
From my calendar for today, select meetings where:
Exactly 2 attendees (including me), OR
Title matches any of:
1:1,1-1,1 on 1,one on one,1:1 with <name>,catch-up (1:1)(case-insensitive).
Exclude: all-day events, declined events, duplicates, or meetings shorter than 15 minutes.
Data sources
Calendar: today’s selected 1:1s + past 1:1s with the same person (last 90 days).
Notes: meeting notes attached to those events, if available.
Slack: DMs with that person and shared channels, filtered to messages since the last 1:1 with them. Ignore bot/system noise.
What to extract
For each 1:1 person (not each event, in case there are multiple today):
Most recent action items from the last 1–3 1:1s (with owners, due dates, status if detectable).
Changes since last 1:1 (new decisions, blockers, wins, risks) based on Calendar notes + Slack activity.
Suggested questions (3–6) tailored to the themes above (progress, alignment, risks, support needed).
Context to know now (org changes, deadlines, project milestones, handoffs, PTO, escalations).
Links to source items (last 1:1 event page, doc notes, relevant Slack permalinks).
Processing rules
Summarize crisply (bullet points, verbs first). No more than 150 words per person.
Prefer recency: Slack last → first; ignore messages not authored by me or the 1:1 partner unless they directly mention us or the shared project.
De-duplicate repeated items; roll up threads to a single point with a link.
Redact sensitive info from unrelated threads.
If no new updates since the last 1:1, state “No material updates since <date>” and include only open action items.
Output format (per person)
👤 <Full Name> — <Today's meeting time>
• Last action items:
- <Owner> — <Item> — <Due/Status>
- ...
• Since last 1:1 (<YYYY-MM-DD>):
- <Update 1> [link]
- <Update 2> [link]
• Ask today:
- <Question 1>
- <Question 2>
• Context:
- <Key fact / date / dependency>
• Sources: <Calendar link> · <Notes/doc link> · <Slack 1> · <Slack 2>Notification
Send a single digest message to me 60 minutes before the earliest 1:1 of the day. If there are no 1:1s today, do nothing.
Error handling
If any source is unavailable, proceed with the rest and add: “Missing: <source>“.
If the last 1:1 is older than 90 days, skip history and note: “No recent history found.”