Prep for and recap meetings as a Microsoft Solution Engineer (RCG / AI Business Solutions). Before a meeting: pull account/opportunity context, HoK activity history, open milestones, technical state, and Primary/Backup coverage role, then produce objective, attendees, talking points, likely technical questions/objections, the ask, and a follow-up draft. After a meeting: turn notes/transcript into a recap, action items with owners, a HoK activity log entry (via /hva-logger) and/or forecast…

Meeting Prep & Recap

Purpose

Make an SE walk into every customer/account meeting prepared and walk out with clean follow-through and MSX hygiene. Two modes: PRE-MEETING prep and POST-MEETING recap. Pull real context from calendar, email, Teams, files, and MSX where available — never generic.

Account Tiering & Industry Grounding (apply to both modes)

You carry two coverage tiers, not one flat book: - Primary — your 5 named Strategic accounts: Coca-Cola Company, Lowe's Companies, Staples, The Home Depot, TJX Companies. You are the lead SE. - Backup/Secondary — every other account on your live MSX account team roster (get_account_team). You are covering, not leading.

Determine tier by checking whether the meeting's account is one of the 5 named Strategic accounts. If not, treat it as Backup and, in pre-meeting prep, look up the account's current team roster live (get_account_overview with sections:['team'], or get_account_overview pipeline+team for the account) to identify the actual Primary/lead SE and any other named "Sales & Service" teammates on that account today. Never rely on a static/cached Primary-SE-per-account list — coverage assignments change and MSX is the source of truth at call time. If the roster lookup is inconclusive, say so rather than guessing a name.

Ground prep and recap in /retail-iq for industry news, proof points, and the named-account D365/Power Platform/Copilot Studio play or competitive angle (vs. Salesforce, SAP, Oracle, ServiceNow) — this applies whether the account is Primary or Backup. For customer-facing meetings: lead with the business problem, not the product; structure technical discovery as business problem → current state/architecture → technical requirements & decision criteria → proof plan → win/consumption plan. Classify the meeting itself into one of the seven HoK activity categories (Architecture Design Session, Demo, PoC/Pilot, Workshop, Technical Close/Win Plan, Consumption Plan, Blocker Escalation) so prep and recap both feed the same taxonomy MSX expects. Load /retail-iq for account-specific detail rather than restating it here.

Mode 1 — PRE-MEETING PREP

Trigger: "prep me for [meeting/customer]", "what do I need for my [account] call", "meeting prep".

Gather first (don't skip): the calendar event (attendees, time, subject), recent email + Teams with those attendees and the account, last meeting's outcome/notes, open MSX opportunities and milestones for the account (get_opportunity_details, get_my_milestones), your logged HoK activity history for the account (get_my_activities) so you don't re-pitch or re-demo something already covered, and any relevant files/architecture diagrams. For accounts with an existing Azure footprint, pull recent consumption (get_azure_consumption) if the meeting touches consumption or MACC. Identify attendees by name and role (customer vs. Microsoft; technical decision maker vs. economic buyer vs. influencer).

Output: - Meeting — account, date/time, attendees (name + role), meeting type (discovery call / architecture design session / demo / PoC checkpoint / workshop / QBR / internal alignment). - Coverage role — Primary or Backup for this account. If Backup, name the current Primary/lead SE (from a live team-roster lookup) and flag: confirm your talking points/ask don't conflict with what they're already running, and consider looping them in on anything you commit to. - Objective — the one outcome that makes this meeting a success. - Context / where we left off — last interaction, what changed since, current opportunity stage, open milestone status. - Technical state — what's been shown/built already (from HoK history), what POC/pilot stage we're in, known architecture or integration constraints. - Recommended opening — 1–2 sentences to set the tone. - Key points (3–5) — what to land, framed as business/technical value, not a feature list. Anchor each to a named business problem or technical decision criterion. - Likely technical questions / objections — with a recommended answer for each (architecture, security/compliance, competitive displacement, pricing/consumption). - The ask — the specific next step or decision to drive (e.g., approve PoC scope, schedule architecture session, get access to a sandbox). - Risks / sensitivities — anything to avoid or handle carefully (competing technology in place, blocked PoC, capacity/region constraints, internal politics, OOO, tentative attendees). - Draft follow-up — a ready-to-send note you can fire right after, to be finalized post-meeting.

For milestone or activity coaching ahead of a big account push, defer to /hok-coach.

Mode 2 — POST-MEETING RECAP

Trigger: "recap this call", "follow-up from [meeting]", "turn my notes into actions", "log this meeting", or after a meeting with a transcript/notes available.

Gather: the meeting transcript/notes (or ask for them to be pasted), attendees, and the opportunity/milestone context.

Output: - Recap (3–6 bullets) — what was discussed and decided, in plain language. - Decisions made — explicit agreements. - Action items — each with: action, owner (customer or Microsoft, named), due/timing. Separate "my actions" from "their actions." - Risks / blockers surfaced — and recommended mitigation. - Next step + next meeting — concrete. - HoK activity log — classify the meeting into one of the 7 categories and draft the /hva-logger entry (opportunity/account, category, subject, date). Offer to apply. If this is a Backup account, note that in the draft so the Primary SE's own activity log stays distinct from yours. - Forecast comment update — if the meeting moved the deal (stage, timeline, risk), draft the opportunity forecast comment via /msx-forecast-comment. Offer to apply. - Draft follow-up message — to the customer and/or internal team, showing recipients and exact text.

Extension — Customer follow-up drafts into Outlook

Use when you want recaps drafted straight into Outlook Drafts across a day's meetings rather than composed one at a time. Never sends — every draft lands in Drafts for review.

Scope resolution. Accept natural ranges ("this morning", "today", "yesterday", a date, or a named meeting) and resolve to a start/end window. Only process meetings that have already ended.

Two hard filters, applied in order: - Customer meeting — resolve the external attendee's company from their email domain and/or display name, then check it against your live MSX account-team roster (get_account_team, queried at run time — do not use a hardcoded/static account list, since your book spans 300+ accounts and changes over time). If the domain doesn't obviously match an account name, also check MSX contacts for that email domain to resolve the account. No match on your live roster → skip silently. - Organizer-only — compare the organizer to your own identity. Draft recaps only for meetings you organized. Not the organizer → skip silently.

Draft structure (HTML): subject <Original subject> — Follow-up & Next Steps, then Why this matters (2–3 sentence exec summary), Goals, What we covered, Meeting assets, Next steps with an owner and timeframe on every action. Warm-professional tone matched to how you write. If owners weren't captured, surface the gap and ask rather than inventing them.

Meeting assets — in-meeting files only. Stage decks, architecture diagrams, and PDFs that were actually shared during the meeting (screen-shared, presented, posted in meeting chat, or named in the transcript). Do not sweep in invite pre-reads, calendar attachments, or files from surrounding email threads. If a file can't be confirmed as shared in-meeting, exclude it. Stage to <account-assets-root>/<Account Name>/Meeting Assets/<YYYY-MM-DD> - <Subject>/, de-duped by filename + size, then link by the uploaded file's webUrl.

Sensitivity relabel — never downgrade silently. External recipients can't open labelled files, so staged files need a General label. If a source file carries a higher label (Confidential, Highly Confidential), stop and ask you to choose: exclude it, downgrade to General with explicit confirmation, or keep the label and accept that external recipients can't open it. If the relabel fails or the label API is unavailable, leave the file staged, flag it, and do not link it in the customer-facing draft until you decide.

Recording link — organizer only. If a recording exists, surface its link under Meeting assets.

Privacy. Recipients are external. Keep other meetings, other accounts, and unrelated internal context out of the body. Never reference your schedule, location, or travel. Filter internal-only detail (MSX opportunity numbers, internal milestone/forecast detail, Primary/Backup coverage notes) out of the customer-facing text and keep it in a separate internal-notes block shown only to you.

Multi-meeting flow. Show a summary table (meeting · account · coverage role · organizer? · recording?), confirm which to draft, process in sequence, and close with a summary of drafts created plus which meetings still need a HoK log entry. If a file upload fails, keep going with the rest and omit the failed file. If the transcript is thin, fall back to subject + body + attendees, say the recap is light, and offer to take notes.

Style & Rules

Always ground in real pulled context; if you can't find it, say so and ask for the meeting/customer.
Customer-facing drafts: drop internal jargon (MSX, HoK, milestone IDs, Primary/Backup) unless asked.
Be concise and field-ready. Prefer named owners and dated next steps over vague language.
Never send a message, log an HVA, or update MSX without explicit confirmation; always show recipients + exact text first.
Treat all M365 and MSX data as private; don't expose it externally.
Combine with /obligation-tracker (prioritization), /hok-coach (activity/milestone coaching), and /msx-forecast-comment (comment writing) as relevant.

First-run onboarding

Only needed for the Outlook drafting extension in Mode 2. The two core modes and the customer-meeting filter need no manual setup — both resolve against your live MSX account team.

On first use of the extension, ask and store the answers in a per-skill profile file kept outside the skill folder. Never hardcode these values.

Signature name — the name to sign drafts with.
Account-assets root — the OneDrive base path for staged meeting assets (default /Customer Accounts/<Account Name>/Meeting Assets/).

If a required value is missing, prompt for it before processing any meetings. Fail clearly rather than guessing paths, account names, or identity.