Brief My Meeting: AI-Powered Meeting Preparation for Nonprofits
Stop scrambling before meetings. Brief My Meeting is an emerging AI service that automatically delivers pre-meeting briefings with attendee research, email history, past meeting notes, and relevant documents—sent directly to your inbox 4 hours before every external meeting.
New & Emerging Tool
Brief My Meeting is a newer AI tool (or new to us). We recommend thorough evaluation and testing before full implementation.
We've researched this tool as thoroughly as possible, but some information may become outdated and/or incorrect as smaller/newer companies can evolve quickly, including changing prices and features. There may be some inaccurate and dated information here.
What It Does
If you're a nonprofit professional managing multiple stakeholder meetings—donor conversations, partnership discussions, board member check-ins, volunteer coordination—you know the pre-meeting scramble. Where did we leave off last time? What did they say in that email three weeks ago? What's their background again? This context-gathering can consume 10-15 minutes before every important meeting, or worse, you show up unprepared.
Brief My Meeting addresses this by automatically aggregating meeting context and delivering it as an email briefing 4 hours before each external meeting. The service connects to your Google or Outlook calendar and email, identifies upcoming external meetings (excluding internal team meetings), and uses AI to compile relevant background information: past email conversations with attendees, previous meeting notes and discussions, relevant attachments and documents, and LinkedIn profiles and role context.
The result is a pre-meeting email that answers the question: "What do I need to know before walking into this meeting?" For nonprofit professionals juggling fundraising conversations, partner coordination, and stakeholder management, this automated preparation can mean the difference between showing up ready and showing up scrambling.
The service runs entirely in the background—once you connect your email and calendar, Brief My Meeting automatically detects external meetings and sends briefings without requiring any manual input. It's designed for the busy professional who needs consistent meeting preparation without adding another tool to actively manage.
Best For
Well-Suited For
- Organization Size: Individual nonprofit professionals or small development teams (1-10 staff) managing numerous external stakeholder meetings
- Technical Capacity: Users comfortable with early-stage tools and willing to troubleshoot occasional issues independently
- Meeting Volume: Professionals with 5-15+ external meetings per week where pre-meeting context gathering is repetitive and time-consuming
- Use Cases: Fundraising officers preparing for donor meetings, executive directors managing stakeholder relationships, partnership coordinators tracking multiple organization collaborations
NOT Recommended For
- Large nonprofits requiring enterprise SLA agreements, dedicated support teams, or formal security certifications
- Organizations handling highly regulated data (healthcare, legal services) without ability to self-host or review security practices
- Teams needing extensive documentation, training materials, or hand-holding through implementation
- Nonprofits uncomfortable granting email and calendar access to a newer platform (or new to us) without established security track record
What Makes This Tool Different from Established Alternatives
The Established Alternative: Most nonprofit professionals use manual meeting preparation (searching email, reviewing calendars, checking LinkedIn) or AI meeting assistants like Otter.ai, Fireflies.ai, or Fellow.ai, which focus on during-meeting and post-meeting assistance (transcription, note-taking, action items). These tools help you remember what was discussed, but they don't help you prepare before the meeting starts.
Innovative Approach: Pre-Meeting Intelligence
Brief My Meeting takes a fundamentally different approach by focusing on pre-meeting preparation rather than post-meeting documentation. Instead of transcribing what's said during a meeting, it aggregates context before the meeting so you walk in already prepared.
Example: While Otter.ai joins your Zoom call and transcribes the conversation as it happens, Brief My Meeting sends you an email 4 hours beforehand saying: "You last spoke with this donor on November 12th about their interest in your literacy program. They mentioned a $50k giving capacity in that email thread. You sent them the annual report on November 20th. Here's their LinkedIn profile showing they're now VP at a foundation focused on education."
Key Differentiators
1. Proactive Preparation vs. Reactive Documentation
Established meeting assistants require you to manually search for context before meetings, while Brief My Meeting automatically delivers pre-meeting briefings without any action required.
Practical impact: Save 10-15 minutes per meeting on pre-meeting research, ensuring you never show up unprepared to stakeholder conversations.
2. Email + Calendar Context vs. Meeting-Only Transcription
Unlike tools that only capture what happens during meetings, Brief My Meeting surfaces email threads, past meeting notes, and document attachments that provide relationship history and context.
Practical impact: Remember details from email exchanges that happened weeks or months ago, making conversations feel more personal and informed.
3. Open Source & Self-Hostable
Brief My Meeting is fully open source, allowing technical teams to review exactly how data is handled or self-host the entire service for maximum privacy and control.
Practical impact: Organizations with strict data privacy requirements can validate security practices or maintain complete data sovereignty through self-hosting.
The Trade-off
To achieve proactive pre-meeting intelligence, Brief My Meeting makes different choices than established tools:
Bottom Line: Choose Brief My Meeting if pre-meeting preparation is your primary pain point and you value automated context over live transcription. Choose Otter.ai or Fireflies.ai if you need comprehensive meeting documentation and transcription with established enterprise support.
Key Features for Nonprofits
Automated Email History Surfacing
AI-powered retrieval of past email conversations with meeting attendees
Brief My Meeting automatically searches your inbox for all past email exchanges with meeting attendees and includes relevant threads in your pre-meeting briefing. This eliminates the manual process of searching "donor name + project" in your email to remember where the conversation left off.
Nonprofit Impact: For fundraising officers managing 20+ donor relationships, this feature ensures you remember specific commitments, interests, and concerns mentioned in email exchanges—making conversations feel more personal and attentive.
Previous Meeting Context
Aggregates notes and discussions from past calendar events
The service reviews your calendar history to surface previous meetings with the same attendees, including any meeting notes or calendar descriptions that document what was discussed.
Nonprofit Impact: When meeting with a foundation program officer for a follow-up conversation, you'll see exactly what was discussed in your initial meeting three months ago—ensuring continuity and showing you value the relationship.
Relevant Attachment Identification
Surfaces documents and files shared in past interactions
Brief My Meeting identifies email attachments and shared documents from past conversations with meeting attendees, helping you quickly locate proposals, reports, or presentations that were previously exchanged.
Nonprofit Impact: Before a grant follow-up meeting, you'll see which proposal version you sent, when you sent it, and what supporting materials were shared—preventing confusion about "which document are we discussing?"
Attendee Research & LinkedIn Profiles
Automatic lookup of participant background and role context
The service automatically researches meeting attendees, pulling LinkedIn profiles, current roles, company information, and relevant background to help you understand who you're meeting with.
Nonprofit Impact: When a corporate partnership contact brings a new colleague to a meeting, you'll receive background on the new participant before the call starts—allowing you to tailor your conversation appropriately.
Automatic Timing (4-Hour Pre-Meeting Delivery)
Briefings arrive with enough time to review but close enough to stay relevant
Brief My Meeting sends briefing emails 4 hours before each external meeting, providing enough time to review context without overwhelming you with briefings too far in advance.
Nonprofit Impact: The timing ensures briefings arrive during your workday (not overnight or too early) and gives you a natural reminder to prepare without requiring you to set manual calendar alerts.
Open Source & Self-Hosting Option
Full code transparency and ability to run on your own infrastructure
Brief My Meeting is fully open source, allowing technical teams to review the codebase, understand exactly how data is handled, and optionally self-host the entire service on their own servers.
Nonprofit Impact: Organizations with strict data privacy requirements (handling sensitive client information, confidential donor data) can validate security practices or maintain complete data control through self-hosting.
How This Tool Uses AI
Brief My Meeting uses AI in specific, well-defined ways to automate meeting preparation. Understanding exactly what's AI-powered (versus what's traditional automation) helps set realistic expectations.
AI-Powered Attendee Research
What the AI does: Automatically looks up LinkedIn profiles, company information, and role context for meeting participants based on their email addresses and names.
What it's NOT doing: The AI isn't analyzing personality, predicting behavior, or making sophisticated inferences about attendees. It's performing structured web searches and data aggregation.
Practical implication: You'll get publicly available information about attendees (job titles, company affiliations), not deep psychological insights or private information.
AI-Powered Email & Document Retrieval
What the AI does: Searches your email and attachments for conversations related to meeting attendees and the meeting context, then selects the most relevant threads and documents to include in the briefing.
What it's NOT doing: The AI isn't reading between the lines or interpreting sentiment. It's identifying relevant content based on participant names, email threading, and temporal proximity to the meeting.
Practical implication: You'll see past email threads and attachments, but you may need to read them yourself to extract key points. The AI curates; it doesn't fully summarize complex conversations.
Summarization of Past Meeting Notes
What the AI does: Extracts and summarizes key points from previous meeting notes stored in your calendar or email to provide context about past discussions with the same attendees.
What it's NOT doing: The AI isn't creating new insights or connecting themes across multiple meetings. It's condensing existing notes into briefer form.
Practical implication: The quality of AI-generated summaries depends entirely on the quality of your original notes. Sparse notes = sparse summaries. Detailed notes = more useful briefings.
Important Limitations to Understand
- AI briefings may miss context: If important information exists outside email/calendar (phone calls, text messages, in-person conversations), the AI won't know about it.
- Summaries require verification: AI-generated summaries of complex email threads may oversimplify nuances or miss critical details. Always review key points yourself before meetings.
- Data quality matters: The usefulness of briefings depends on having email history and calendar notes. If you don't keep meeting notes or have sparse email threads, briefings will be limited.
Hypothetical Nonprofit Implementation Scenario
Note: Due to the very new nature of Brief My Meeting (or new to us), we have no verified nonprofit case studies available. The scenario below illustrates how a nonprofit might use this tool based on its documented features. This is a realistic hypothetical, not a verified implementation.
Scenario: Development Director at Education Nonprofit
Sarah is the Development Director at a mid-sized education nonprofit managing relationships with 30+ individual donors, 15 foundation contacts, and 10 corporate partnership leads. She typically has 10-12 external stakeholder meetings per week—donor check-ins, foundation follow-ups, partnership coordination calls. Before discovering Brief My Meeting, she spent 10-15 minutes before each meeting manually searching her email for past conversations, reviewing calendar notes, and refreshing her memory on relationship history.
The Challenge
Sarah's manual preparation process was consuming 2-3 hours per week and still resulted in occasional gaps. She'd sometimes forget details from email exchanges that happened months ago, or show up to a follow-up meeting without reviewing what was discussed in the initial conversation. With back-to-back meetings, there often wasn't time to properly prepare.
Implementation Process
- Week 1: Sarah signed up for the 7-day free trial and connected her Google Workspace email and calendar
- Week 2: She tested briefings for 5 donor meetings, comparing the AI-generated context against her manual notes
- Week 3: After verifying accuracy, Sarah relied on briefings for all external meetings while maintaining manual review for high-stakes donor conversations
- Week 4: She subscribed to the $9/month plan and integrated briefings into her daily workflow
Hypothetical Results (After 3 Months)
Potential Successes
- Time savings: Reduced pre-meeting preparation from 2-3 hours/week to 30 minutes (spot-checking AI briefings)
- Improved conversations: Referenced specific email details in donor meetings, making conversations feel more personalized
- Consistency: Never showed up unprepared to meetings, even during busy periods with back-to-back calls
Potential Challenges
- Initial learning curve: First week required understanding which briefing sections were most valuable and learning to spot-check AI summaries
- Occasional gaps: Some meetings with sparse email history produced minimal briefings, requiring manual research anyway
- Limited support: When she had questions about configuration, email support took 2-3 days to respond
Sarah's Hypothetical Verdict
"Brief My Meeting saves me significant time on routine meeting preparation, especially for ongoing donor relationships where email history is rich. I still manually prepare for the highest-stakes meetings, but for the majority of my stakeholder conversations, the automated briefings provide exactly what I need. The open source aspect gives me confidence that my donor data is being handled responsibly."
Would she recommend it? "Yes, for development staff comfortable with newer tools (or new to us) who manage many external relationships. Not for organizations needing extensive hand-holding or those uncomfortable granting email access to a newer platform."
Pricing
Brief My Meeting Pricing Structure
Free Trial
- 7-day free trial
- No credit card required
- Full access to all features during trial
Pro Plan
- $9/month per user (limited-time discount pricing)
- Unlimited meeting briefings
- Google Calendar & Gmail integration
- Outlook Calendar & Email integration
- Attendee research and LinkedIn profiles
- Email and attachment history
Self-Hosting Option
- Free (open source)
- Deploy on your own infrastructure
- Complete data control
- Requires technical expertise to set up and maintain
Pricing Notes for Nonprofits
- Individual pricing model: At $9/month per user, nonprofits only pay for development staff, executive directors, or partnership coordinators who manage numerous external meetings—not entire teams.
- ROI calculation: If the tool saves 2 hours/week on meeting prep, that's 8 hours/month. At $9/month, you're paying roughly $1.12/hour for time savings.
- Limited-time pricing: The current $9/month rate is described as a "limited-time discount." Standard pricing is not disclosed, so costs may increase in the future.
- No credit card for trial: The 7-day free trial doesn't require payment information, making it risk-free to test.
Note: Prices may be outdated or inaccurate.
How Brief My Meeting Pricing Compares
Competitive Analysis
Value proposition: Brief My Meeting is competitively priced for its specific use case (pre-meeting preparation) compared to tools with different focuses (transcription, note-taking). The true comparison is against manual preparation time, where the tool can deliver significant ROI through time savings.
Nonprofit Discounts & Special Offers
Current Nonprofit Discount Status
Brief My Meeting does not currently advertise nonprofit-specific discounts or special pricing programs. The standard pricing of $9/month per user applies to all organizations.
Potential Opportunities for Nonprofits
- Direct inquiry: As a newer platform (or new to us), the company may be open to nonprofit partnerships or pilot programs. Consider reaching out directly to inquire about nonprofit pricing.
- Feedback opportunity: Early-stage companies often value feedback from nonprofit users. Offer to provide detailed usage insights in exchange for extended trial or discounted pricing.
- Self-hosting: Technical nonprofits can use the open-source version for free by self-hosting, eliminating subscription costs entirely (though requiring technical maintenance).
Recommendation: Use the 7-day free trial to validate value before committing. If the tool proves useful, the $9/month price point is already relatively affordable compared to staff time savings, but it's always worth asking about nonprofit pricing directly.
Support & Community Resources
Important Context: Brief My Meeting is a very new platform (or new to us) with limited publicly available information about support infrastructure. The assessment below is based on available information as of January 2026 and may evolve as the company matures.
Official Support Channels
- Email support: Appears to be primary support channel (no public documentation of response times)
- Chat support: Not visible on public website
- Phone support: Not available (typical for early-stage platforms)
- Dedicated nonprofit support: No specialized nonprofit support team
Documentation Quality
Assessment: ⭐⭐☆☆☆ (2/5) - Very Limited
- Help center: No public knowledge base or help center visible
- Video tutorials: No public tutorials identified
- Open-source code: Full codebase available for technical review (major transparency advantage)
- Nonprofit-specific guides: None currently
Community Resources
- User community: No public community forum, Slack workspace, or Discord identified
- Active discussions: Limited visible user discussions (ProductHunt launch page is primary community signal)
- Nonprofit users in community: No identified nonprofit users publicly discussing the tool
- Third-party consultants: No established consultant ecosystem
What This Means for Nonprofits
You'll need to be comfortable with:
- Figuring most things out through trial and error (no extensive documentation to reference)
- Potentially slower or limited support responses compared to enterprise tools with large support teams
- Very small community to learn from (limited collective knowledge and peer support)
- No available implementation consultants if you need expert help
Positive Note: The service claims "18,000+ professionals" are using it, suggesting some user base exists. As a newer platform (or new to us), the team may be responsive to direct feedback and feature requests. The open-source nature also means technical users can examine the code directly rather than relying solely on documentation.
Learning Curve
Difficulty Level: Beginner to Intermediate
Simple setup, but requires understanding how to evaluate AI-generated briefings
Realistic Time Investment
- Initial setup: 15-30 minutes (connecting email/calendar, configuring permissions)
- First briefing evaluation: 1-2 hours (testing first few briefings, comparing against manual research)
- Proficiency: 1-2 weeks (learning which briefing sections are most valuable, developing spot-check habits)
- Mastery: 3-4 weeks (confident reliance on briefings with selective manual verification)
What Makes It Easy
- Minimal active management: Once set up, the service runs automatically without requiring daily interaction
- Familiar format: Briefings arrive via email, fitting into existing workflow without requiring a new platform to check
- Simple concept: The value proposition is immediately clear—automated meeting preparation
Challenges Specific to Newer Tools (or New to Us)
- Limited documentation: No comprehensive help resources means troubleshooting requires experimentation
- No tutorials: Can't watch videos or follow step-by-step guides for best practices
- Learning curve for AI evaluation: Need to develop judgment about when to trust AI briefings versus manual verification
Who Will Struggle
- Teams uncomfortable granting broad email/calendar access without extensive security documentation
- Organizations expecting detailed setup guides and training materials
- Users who need to fully understand how AI makes decisions before trusting outputs
Who Will Succeed
- Busy professionals frustrated with repetitive pre-meeting research willing to try automation
- Users comfortable with early-stage tools and providing feedback to improve products
- Tech-savvy individuals who can troubleshoot independently when needed
Integration & Compatibility
Current Integration Status
As of January 2026
Native Integrations (2 platforms)
- Google Calendar & Gmail: Full integration for calendar events and email history
- Outlook Calendar & Email: Microsoft 365 integration for calendar and email access
Additional Integration Capabilities
- API availability: Not publicly documented
- Zapier/Make support: Not available
- Webhook support: Not documented
- CRM integration: No direct integration with Salesforce, HubSpot, or nonprofit CRMs
What's Missing (Compared to Established Tools)
- No integration with Zoom, Google Meet, or Microsoft Teams (briefings are email-only, don't appear in meeting platforms)
- No CRM integration to pull donor/contact data from fundraising databases
- No Slack or Microsoft Teams notifications (briefings only via email)
- No project management integrations (Asana, Monday.com, etc.)
What This Means for Nonprofits
Simple integration model: Brief My Meeting's integration approach is deliberately focused—it only connects to email and calendar, which are the primary sources of meeting context. This simplicity is both a strength (easy setup, fewer permission concerns) and a limitation (can't pull data from other systems).
Works well for: Organizations using Google Workspace or Microsoft 365 as primary communication platforms where most meeting context exists in email and calendar.
Limitations for: Nonprofits wanting briefings to pull donor data from CRMs, project information from task management tools, or appear natively within video conferencing platforms.
Pros & Cons
Pros
- Proactive preparation: Only tool focused specifically on pre-meeting briefings rather than post-meeting documentation
- Time savings: Eliminates 10-15 minutes of manual research before each meeting
- Fully automated: No daily management required—briefings arrive automatically
- Open source: Full code transparency and self-hosting option for privacy-conscious organizations
- Affordable pricing: $9/month is lower than most AI meeting tools
Cons
- Very new platform (or new to us): Limited track record, no verified nonprofit case studies
- Minimal documentation: No help center, tutorials, or extensive guides
- Limited integrations: Only email and calendar—no CRM, project management, or communication platform integrations
- No user community: Minimal peer support or collective knowledge to draw from
- Requires email/calendar access: Must grant broad permissions to newer platform without extensive security documentation
- No meeting transcription: Doesn't record or document what happens during meetings—purely preparation-focused
Critical Questions to Ask Yourself
- Are we comfortable relying on a very new tool (or new to us) for meeting preparation, or do we need an established platform?
- Do we have technical capacity to troubleshoot when support is limited or slow?
- Is pre-meeting preparation our primary pain point, or do we need comprehensive meeting documentation?
- Can we afford to migrate to another tool if this one doesn't work out or evolves in unexpected ways?
- Is the time savings worth granting email/calendar access to a newer platform without extensive security track record?
Established Alternatives to Consider
Before committing to Brief My Meeting, consider these proven alternatives with different approaches to meeting intelligence:
Otter.ai: Industry Standard for Meeting Transcription
Advantages: Comprehensive meeting transcription, AI summaries, action item detection, CRM integration, large user community, extensive documentation, proven reliability
What you give up: Brief My Meeting's proactive pre-meeting briefings—Otter focuses on during/post-meeting documentation
Best for: Organizations wanting comprehensive meeting records and transcription more than pre-meeting preparation
Pricing comparison: $16.99/month (more expensive but includes transcription)
Fireflies.ai: Comprehensive Meeting Assistant
Advantages: Unlimited transcription, AI summaries with action items, CRM sync, conversation intelligence, team collaboration features, established enterprise support
What you give up: Automated pre-meeting context aggregation—Fireflies joins and documents meetings but doesn't prepare you beforehand
Best for: Teams needing comprehensive meeting documentation, searchable transcripts, and CRM integration
Pricing comparison: $18/month (higher cost but more comprehensive features)
Fellow.ai: Collaborative Agendas & Meeting Notes
Advantages: Collaborative meeting agendas, pre-meeting prep features (similar to Brief My Meeting), action item tracking, feedback tools, integrations with calendar and productivity tools
What you give up: Fully automated briefings—Fellow requires more active management of agendas and notes
Best for: Teams wanting collaborative meeting preparation with manual control over what's included
Pricing comparison: $7/month (cheaper but requires more manual effort)
Manual Process: Traditional Meeting Preparation
Advantages: Complete control over what information you review, no third-party data access, no subscription costs, familiar workflow
What you give up: Time efficiency—manual search consumes 10-15 minutes per meeting and risks missing important context
Best for: Organizations with few external meetings, strong concerns about data privacy, or sufficient time for manual preparation
Pricing comparison: $0/month (but costs 2-3 hours/week in opportunity cost)
The Decision Framework
Choose Brief My Meeting if:
- Pre-meeting preparation is your primary pain point (not meeting transcription or documentation)
- You manage 10+ external meetings per week and need consistent preparation automation
- You're comfortable with newer tools (or new to us) and can troubleshoot independently
- Open-source transparency is important for your data governance requirements
Choose Otter.ai or Fireflies.ai if:
- You need comprehensive meeting transcription and searchable archives
- You want CRM integration and established enterprise support
- You prefer well-established tools with large user communities and extensive documentation
How to Evaluate This Tool Before Committing
Don't just trust our guide—test it yourself. Here's a structured 4-week evaluation approach for this emerging tool (or new to us):
Phase 1: Initial Research (2-3 hours) - Week 1
Desk Research Checklist:
- Read this guide thoroughly
- Visit briefmymeeting.com and review all product information
- Check ProductHunt page for user comments and feedback
- Review open-source codebase on GitHub (if you have technical capacity)
- Compare features against Otter.ai and Fireflies.ai to understand trade-offs
Red Flags at This Stage:
- Pricing significantly increases from current $9/month rate (check for price changes)
- Unclear data handling practices or reluctance to explain security measures
- Overwhelming negative feedback on ProductHunt or GitHub issues
Phase 2: Hands-On Testing (1 week) - Week 2
7-Day Free Trial Testing Plan:
- Sign up: Use the no-credit-card-required 7-day trial
- Connect carefully: Link email/calendar and review permission requests before granting access
- Test with real meetings: Let the tool brief you for 5-10 actual upcoming meetings
- Compare against manual prep: For first 2-3 meetings, prepare manually AND use the briefing—compare accuracy and completeness
- Test support: Send an email with a question to gauge response time and helpfulness
- Track time savings: Measure how much time you actually save vs. manual preparation
Keep a Testing Journal:
- • What information did briefings include that was helpful?
- • What was missing that you had to look up anyway?
- • Were AI summaries accurate, or did you catch errors?
- • How much time did you actually save per meeting?
- • Did briefings arrive on time (4 hours before meetings)?
- • Any technical issues or bugs encountered?
Phase 3: Team Validation (1 week) - Week 3
- Have 1-2 other team members test independently (if multi-user trial available)
- Gather feedback on briefing quality and usefulness
- Calculate realistic ROI: (Time saved per week × hourly value of staff time) - $9/month subscription cost
- Assess comfort level with granting email/calendar access to this platform
Questions to Answer:
- Does this actually save significant time, or are we still manually preparing anyway?
- Are briefings accurate enough to trust, or do they require extensive verification?
- What's our backup plan if the platform changes pricing, shuts down, or evolves in unexpected ways?
- Can we export or disconnect our data easily if we decide not to continue?
Phase 4: Decision Framework - Week 4
Proceed to Subscription if:
- Briefings consistently save 10+ minutes per meeting
- Information is accurate 80%+ of the time
- Support was responsive (even if slow)
- ROI is clearly positive
- You're comfortable with privacy/security practices
Don't Proceed if:
- You're still manually preparing for most meetings anyway
- Briefings contain frequent errors or miss important context
- Support was unresponsive or unhelpful
- Privacy concerns outweigh convenience benefits
- Established alternatives (Otter, Fireflies) meet your needs better
Bottom Line
Emerging tools (or new to us) like Brief My Meeting require more thorough vetting than established ones. Invest 3-4 weeks in structured evaluation before committing to a subscription. The extra diligence upfront prevents wasted time and potential data privacy issues later. Use the no-credit-card 7-day trial to genuinely test the tool with real meetings—don't just sign up and forget about it.
Getting Started (The Cautious Approach)
Given Brief My Meeting's emerging status (or new to us), we recommend a staged, cautious implementation approach that minimizes risk while allowing you to evaluate value:
Step 1 (Week 1): Sign Up for Free Trial and Initial Testing
DON'T:
- Grant access immediately without reviewing permissions
- Rely solely on AI briefings without manual verification initially
- Assume the tool will work perfectly from day one
DO:
- Carefully review what email/calendar permissions you're granting
- Parallel test: prepare manually AND review AI briefings for first 3-5 meetings
- Track time savings and accuracy in a simple spreadsheet
Goal: Validate that briefings are accurate and actually save time before changing your workflow
Step 2 (Week 2): Evaluate Quality and Usefulness
- Review 5-10 briefings to assess consistency and accuracy
- Identify which meeting types benefit most (donor meetings vs. internal check-ins)
- Note any recurring issues or missing information
- Calculate actual time savings vs. manual preparation
Goal: Understand the tool's strengths and limitations with real-world use
Step 3 (Week 2-3): Test Support Quality
- Send an email with a question or concern to test support responsiveness
- Note response time and quality of help provided
- Assess whether you're comfortable with the level of support for your needs
Goal: Understand what help you'll get when things go wrong or you have questions
Step 4 (End of Week 3): Decision Point
If trial was successful:
- Subscribe to monthly plan ($9/month) - avoid annual commitment initially
- Continue spot-checking briefings against manual preparation for first month
- Document your workflow and train other team members if expanding usage
If trial results were mixed:
- Reach out to support with specific feedback about what's missing or inaccurate
- Test for an additional week if issues seem addressable
- Consider whether Otter.ai or Fireflies.ai might be better alternatives
If trial was unsuccessful:
- Disconnect email/calendar access before trial expires
- Explore established alternatives like Otter.ai or continue manual preparation
- Provide constructive feedback to the team (they may use it to improve the product)
Step 5 (Months 2-3): Monitor and Reassess
- Track ongoing time savings and ROI
- Note any platform changes (pricing increases, feature additions, bugs)
- Reassess monthly: Is this still worth $9/month given actual usage and benefits?
- Be prepared to switch if the platform changes direction, pricing increases significantly, or quality degrades
Goal: Ensure the tool continues delivering value and remains aligned with your needs
Key Principle
With emerging tools (or new to us), move slowly and validate at each step. Brief My Meeting's low $9/month price point and no-credit-card trial make it easy to test, but the newness of the platform means you should be more cautious than with established tools. Maintain manual preparation habits in parallel during the first month until you're confident in the tool's accuracy and reliability.
Need Help with Implementation?
Evaluating and implementing AI tools like Brief My Meeting requires understanding your nonprofit's specific workflow, data privacy requirements, and meeting patterns. If you need guidance on:
- Assessing whether Brief My Meeting is right for your organization's needs
- Evaluating data privacy and security implications of granting email/calendar access
- Comparing Brief My Meeting against established alternatives like Otter.ai or Fireflies.ai
- Developing a comprehensive AI productivity strategy for your team
- Setting up self-hosted deployment for maximum data control
Our team can help you make an informed decision and implement the right solution for your nonprofit.
Resources
Official Resources
- Brief My Meeting Official Website
Product information and sign-up
- Brief My Meeting on ProductHunt
Product launch page and early user feedback
- GitHub Repository (Open Source)
Full codebase review and self-hosting instructions (check official website for GitHub link)
Related Articles
- The Nonprofit Leader's Guide to AI
Strategic overview of AI adoption for nonprofit leadership
- AI-Powered Knowledge Management for Nonprofits
How AI can help you organize and surface institutional knowledge
Alternatives to Compare
- Otter.ai
Comprehensive meeting transcription and AI summaries
- Fireflies.ai
Meeting intelligence with unlimited transcription and CRM integration
Frequently Asked Questions
Is Brief My Meeting reliable enough for nonprofit use?
Brief My Meeting is a very new platform (or new to us) with limited adoption data and no verified nonprofit case studies. It's best suited for individual nonprofit professionals managing 5-15+ external meetings per week who are comfortable with early-stage tools. The service is fully open source, allowing technical users to review the code or self-host for additional control. Organizations should thoroughly test during the 7-day free trial before committing, as the tool is still evolving and may have occasional rough edges.
How does Brief My Meeting compare to manual meeting preparation?
Manual meeting preparation typically involves searching your inbox for past emails, reviewing calendar history, checking LinkedIn profiles, and gathering relevant documents—a process that can take 10-15 minutes per meeting. Brief My Meeting automates this by aggregating email history, meeting notes, attachments, and attendee information into a single email delivered 4 hours before each external meeting. You gain time savings and consistency, but you give up granular control over exactly what's included and may need to verify AI-generated summaries for accuracy.
What kind of technical support can we expect?
As a very new platform (or new to us), Brief My Meeting has limited documented support infrastructure. There's no public help center, knowledge base, or community forum visible on their website. Support appears to be email-based. Expect personalized but potentially slower responses compared to established tools. The open-source nature means technical users can examine the code and troubleshoot independently, but less technical teams should be prepared for more self-service problem-solving.
Can we trust Brief My Meeting with sensitive donor or client data?
Brief My Meeting requires access to your email and calendar to function, which means it can potentially read all email content and calendar events. The service claims to only access information necessary to build briefings, and being fully open source allows technical review of data handling practices. However, there are no publicly documented security certifications (SOC 2, ISO 27001) or third-party audits.
Nonprofits handling highly sensitive information (legal, healthcare, confidential donor data) should carefully evaluate data access permissions and consider the self-hosting option for maximum control. For most nonprofits managing typical donor relationships and partnership conversations, the privacy risk is likely acceptable given the open-source transparency, but each organization should make this assessment based on their specific data sensitivity requirements.
Does Brief My Meeting offer nonprofit discounts?
Brief My Meeting does not currently advertise nonprofit-specific discounts. The service is priced at $9/month per user with a limited-time discount (standard pricing not disclosed). A 7-day free trial is available with no credit card required. Given the very early-stage nature of the product, nonprofits might inquire directly about nonprofit pricing or pilot opportunities.
What happens to my data if I stop using Brief My Meeting?
Brief My Meeting accesses your email and calendar but doesn't appear to store extensive data permanently (briefings are sent via email, not stored in a proprietary platform). You can disconnect email/calendar access at any time through your Google or Microsoft account settings. Since briefings are delivered via email, you retain copies of all briefings in your inbox even after disconnecting. For specifics about data retention and deletion policies, contact Brief My Meeting support directly or review their privacy policy.