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Preparing for a meeting

A Power Meet runs best when the work is done before anyone sits down. Prep is where the team drafts headlines, flags the numbers worth talking about, and queues the FIX List items the meeting will work through — so the hour is spent deciding, not hunting for information.

To prep, open the meeting from Power Meets — click Open prep on Next up, or the Next scheduled card on its schedule. Anyone invited can contribute. Prep saves as you go.

The prep page​

  • Prep progress on the left lists the meeting's six steps. A check mark means that step's prep is done. Click a step to work on it.
  • Prep activity on the right shows what people have contributed — who drafted a headline, who flagged a number.
  • At the top of every step, Since {last meeting} lists anything SOPHIE heard last time that is still open, and who has it. Worth two minutes at the start of the meeting.

Let SOPHIE prep it​

Under Have SOPHIE prep this meeting, click Ask SOPHIE. She looks at this week's numbers, recent comments, the FIX List and the last meeting, then suggests:

  • numbers to flag for discussion,
  • headlines for each department,
  • FIX List items to work through.

Each suggestion has Accept (check), Edit (pencil) and Reject (X), or use Apply all / Discard all. Re-run asks her again. Accepting a FIX suggestion creates the item on the FIX List and queues it for this meeting.

Prep each step​

1. Kickoff — Who's confirmed?​

See who has accepted, declined, said maybe or not responded. People accept the meeting on their calendar, and you can accept or decline for yourself here. If nobody is invited yet, add people on the schedule (Edit schedule on the Power Meets page).

This step also holds the Agenda — what the meeting will cover, built by SOPHIE from headlines, numbers that are off track, sprints, FIX List items and anything left over from last time. You can:

  • Add an item of your own and click Add.
  • Mark an item Needs a decision so the room knows to settle it.
  • Reorder with Move up and Move down.
  • Take off this meeting — SOPHIE brings it back next time. Put back undoes it.
  • Tick Take headlines in the Kickoff to hear headlines at the start rather than in their own step.

2. Scoreboard​

The full Scoreboard, so you can check the numbers and flag the ones to talk about.

3. Where do our sprints stand?​

A quick look at this quarter's Quarterly Sprints. Expand any sprint to add or tick off its tasks; changes carry into the live meeting.

4. Draft your headline​

One win per person, each about a number on the board. Pick your department, choose Which metric is it about?, write what moved on that metric and who moved it, and click Submit headline. If your practice has written guidance on how to write headlines, it's shown beside the box.

5. What are we working through?​

The FIX List items the meeting will work through, in order. Drag to reorder — the order here is the order the team walks during the Fix step. Use New fix to create an item or Add existing to pull one in from the FIX List.

6. Recharge​

Filled in during the meeting. SOPHIE drafts the message for everyone who wasn't there from the live discussion, and the team approves it before it's sent.

Before the meeting starts​

  • Preview live opens a read-only preview of the live meeting view. Nothing you do there is saved; click Back to prep to return.
  • Notify team sends a reminder task to everyone invited who hasn't accepted yet.
  • Start meeting opens the live meeting. See Running a meeting.

Preparing a Huddle​

A daily Huddle needs much less prep. Its prep page lists the beats with what's waiting in each (wins, openings, people, items), and lets you set Your Spark — the closing line. Leave it empty and SOPHIE rotates through your vision and core values. Click Start the huddle when it's time.

Good to know​

  • Prep saves automatically. There's no save button.
  • Headlines need a metric. A headline is a win tied to a number on the board, not a general update.
  • How headlines are coached: Admins (with Coach headlines permission) write the practice-wide guidance shown next to every headline box, in Settings under Meetings.