But that information is often scattered across calendars, CRM records, enrichment tools, and company websites.
Ballet’s Automated Meeting Prep Brief template brings it together. It checks tomorrow’s calendar for external meetings, prepares an account and attendee brief for each one, and is designed to have the information ready by 7 AM.
Connect your available data sources and reuse previously collected account research, so your team spends less time gathering information and more time preparing for meaningful conversations.
The problem: Meeting preparation shouldn’t start from scratch every time.
Sales and customer-facing teams spend valuable time gathering information before meetings. They review calendar invitations, search CRM records, look up companies, and research attendees.
When schedules get busy, preparation can become inconsistent.
One rep might spend 30 minutes researching a prospect. Another might have back-to-back meetings with little time to prepare. And when multiple people meet with the same company, they may end up repeating work that’s already been done.
The challenge isn’t just finding information. It’s bringing the right details together before each conversation.
For RevOps, the opportunity is to make meeting preparation a consistent, repeatable process instead of another manual task.
The play: Tomorrow’s meetings, researched and ready by 7 AM.
Start with Ballet’s Automated Meeting Prep Brief template and configure it around your calendar and available research sources.
The template runs daily, identifies external meetings scheduled for the following day, and prepares a brief for each qualifying meeting.
Depending on your connected systems, Ballet can bring together information from:
- Calendar: Meeting details, scheduled times, and external attendees
- CRM: Account records, contacts, ownership, and available relationship history from systems such as Salesforce or HubSpot
- Enrichment sources: Additional company and professional information from authorized tools such as ZoomInfo, when connected through a supported integration
- Public sources: Company websites and publicly available business information
- Reusable account table: Previously collected company research that can be referenced for future meetings
When an account has already been researched, the workflow can reuse the saved information and focus on details specific to the upcoming meeting.
The result is a structured briefing designed to be available by 7 AM on the meeting day.
Customize the template with this prompt
Use the following instructions to tailor the template to your calendar, connected systems, and meeting preparation requirements.
Use the Automated Meeting Prep Brief template to prepare account and attendee briefs for every qualifying external meeting scheduled for tomorrow.
Calendar review
Connect to [calendar] and check upcoming meetings daily.
Identify external meetings scheduled for the following calendar day using [time zone].
Include prospect, customer, partner, and other external meetings. Exclude internal-only meetings and canceled events.
Account identification and research
For each meeting, identify the external company using calendar and attendee information.
Match the company to an existing account in [Salesforce, HubSpot, or other connected CRM] when a reliable match is available.
Retrieve relevant account and contact information from the CRM.
Check the reusable account table before conducting new research. Reuse existing information when available.
For new accounts or missing details, use [authorized enrichment source, such as ZoomInfo, if connected] and publicly available company information to gather:
- Company name and website
- Industry and business description
- Company size and location
- Relevant products or services
- Additional company details: [optional criteria]
Save newly researched account information to the reusable account table.
Attendee research
Identify external attendees from each meeting invitation.
Match attendees to existing CRM contacts where possible.
Use [approved CRM, enrichment, or public sources] to gather available information, including:
- Name and job title
- Company and role
- Relevant professional background
- Available CRM relationship context
Do not assume an attendee’s identity or professional details when a reliable match cannot be established.
Meeting preparation brief
Prepare a concise brief for each qualifying meeting that includes:
- Meeting title, date, and time
- Company overview
- Relevant account and CRM context
- External attendee profiles
- Supporting research sources
- Missing or uncertain information requiring review
Organize the information so the meeting owner can review it quickly.
Scheduling and delivery
Run the workflow daily to prepare for the following day’s external meetings.
Configure the workflow to have briefs ready by 7:00 AM [time zone] on the meeting day.
Use [configured supported delivery destination] to make the briefs available.
Reuse saved account information across meetings involving the same company.
Avoid generating duplicate briefs for the same calendar event.
Show me the calendar filters, research sources, account matching rules, and delivery settings for review before enabling the schedule.
How the workflow runs
01. Select the template and connect your systems
Open the Automated Meeting Prep Brief template in Ballet.
Connect your calendar and configure the daily schedule and time zone.
Choose the account and research sources you want to use. These may include Salesforce or HubSpot for CRM information, an authorized enrichment source such as ZoomInfo, and publicly available company information.
Available connections and data depend on your organization’s integrations, permissions, and access to each source.
02. Identify tomorrow’s external meetings
The workflow checks your calendar for meetings scheduled the following day.
It identifies events involving external attendees and excludes internal-only meetings.
For each qualifying meeting, Ballet uses the available calendar information to identify the company and people involved.
03. Research accounts and reuse existing information
Ballet checks the reusable account table before gathering new company information.
If an account has already been researched, the workflow can reference its saved details.
For new accounts or missing information, Ballet uses the configured CRM, enrichment, and public sources to collect relevant company information.
New findings can be saved to the account table for future use.
For example, if your team has multiple meetings with the same company, the workflow can reuse the company overview while preparing separate attendee details for each conversation.
04. Generate meeting-specific briefs
Ballet combines available account information with details about the upcoming meeting and its attendees.
Depending on the connected sources, each brief can include:
- Meeting details: Title, date, time, and external attendees
- Company overview: Business description, industry, size, and location
- CRM context: Account information, ownership, and available relationship history
- Attendee profiles: Names, titles, roles, and relevant professional background
- Research references: Supporting sources and information requiring verification
Missing or uncertain information can be flagged rather than presented as fact.
05. Have the briefs ready by 7 AM
The workflow prepares for the following day’s external meetings, with a target of having each brief available by 7 AM on the meeting day.
Completed briefs are made available through the configured delivery destination.
Once enabled, the workflow repeats on its daily schedule, using previously collected account information wherever applicable.
What your team gets
For Revenue Operations
A consistent meeting preparation process that brings together calendar, account, and attendee information while reducing duplicate research.
For Sales
Company and attendee context available before prospect meetings, giving reps more time to focus on the conversation.
For Customer Success
Relevant account and relationship information to support preparation for customer conversations.
For Sales Leadership
A repeatable approach to meeting readiness across customer-facing teams, without relying on individual research habits.
Customize the template for your team.
Start by connecting your calendar and defining which external meetings should receive a brief.
Choose the information your team needs and the sources Ballet should use. Your CRM can provide existing account and contact records, while connected enrichment tools can add company and professional details.
You can keep briefs focused on essential information or include additional research fields for meetings that require more context.
Review the initial results to confirm the account matches, research quality, and delivery settings. Adjust the template as your team’s needs change.
