Prepare for the meeting with its context in reach.

A calendar entry tells you when to show up. The brief may still be in an email, and the preparation may still be in your task list. A useful meeting preparation routine connects those three things before the meeting starts.

Start with the decision the meeting needs

For a design review, “Discuss the proposal” is broad. “Choose which proposal to develop next” gives you a way to decide which messages and preparation tasks matter. Write down the outcome you want, then identify the material needed to reach it.

A practical preparation checklist

• Find the current brief. Keep the message that explains the request, especially if the scope changed after the invitation arrived.
• Choose the preparation tasks. Write concrete actions such as “Compare the two proposal directions” or “Send the revised proposal”.
• Choose when to prepare. Set reminders early enough to do the work. The meeting’s start time and a task’s reminder serve different purposes.
• Keep supporting context reachable. Link the relevant correspondence instead of relying on a vague note to search the inbox later.
• Review what remains open. Before joining, check incomplete preparation and any decisions that still need an answer.

Walk through the review in Sameplace

The demo includes a fictional “Halden · Design review” event and related correspondence. Open Calendar, select the event, and open Related to explore its connected work.

Sameplace can keep linked emails and todos beside an event. You can preview the source material without replacing the event you are working on. A preparation todo remains an ordinary todo with its own reminder and completion state.

Keep a preparation task distinct from an appointment

“Send the revised proposal” is work you can finish. “Design review, Tuesday at 10” reserves a period of time. Linking the two preserves the relationship without treating a task reminder as another meeting.

If the request began in your inbox, create the task from its email so the source stays attached. You can then connect the preparation to the event it supports.

Close the loop after the meeting

Check which preparation is complete and turn any new commitment into a clear follow-up action. Keep the relevant event and correspondence linked so that “Send the updated version” still makes sense next week.

This is a workflow for your own connected workspace. Linking records does not by itself assign work to someone else or tell attendees that you completed it. Send an explicit update when another person needs to know.