Running a meeting
When a meeting starts, SOPHIE opens the live meeting view: a timed agenda on the left, the current step in the middle, and shared notes at the bottom. The facilitator moves the room from step to step; everyone else can follow along on their own screen, take notes and add to the discussion.
Start or join
- Start: click Start meeting on the prep page, Start the huddle for a Huddle, or use Start a meeting on the Power Meets page to hold one on the spot.
- Join: while a meeting is running, the Power Meets page shows a LIVE banner — click Join meeting. Opening a meeting that's in progress takes you straight into it.
Find your way around the meeting
- The top bar shows the meeting, who's facilitating, the Elapsed time against the target, and Attendees (people who haven't joined are greyed out). Everyone has Leave; people who can end the meeting also see End meeting.
- Meeting flow on the left lists every step with its target time. The current step shows a running clock. Click any step to jump to it — times are targets, not limits.
- The footer has Back and Next, with a hint for the step you're on.
- Notes, at the bottom, is a shared notepad (see Take notes).
- Meeting chat keeps a thread for each step; type a note for the team, and pin it to the step if it matters.
The Power Meet steps
A Power Meet has six steps, about 55 minutes in all.
| Step | What it's for | Target |
|---|---|---|
| Kickoff | Who's here | 3 min |
| Scoreboard | This week's numbers | 7 min |
| Quarterly Sprints | Where the priorities stand | 5 min |
| Headlines | Wins and shout-outs | 5 min |
| Fix List | Find · Investigate · eXecute | 35 min |
| Recharge | New commitments | 5 min |
Kickoff
Who's here and how are we showing up? Tap each person who is in the room to mark them here. Take 30 seconds each — one word on how you arrived, one on what you need from the hour. The page also shows today's agenda, any headlines and decisions to make that were set up in prep, and how many FIX List items SOPHIE has queued.
Scoreboard
The Scoreboard for the week. Walk the numbers; anything off track is a candidate for the FIX List.
Quarterly Sprints
Are this quarter's sprints on track? The step counts how many are On track, At risk and Behind. Walk each sprint, update its status, check its tasks (and add or tick them off), and send anything that's blocked to the FIX List. See Quarterly Sprints.
Headlines
What went well this week? One win per person, each about a number on the board. Headlines submitted in prep are already here; click + Add headline to add another (pick the department and metric, write it, and click Save headline). You can delete only your own.
Fix List
The heart of the meeting. The right-hand side shows the Fix queue — the items queued for this meeting, in the order set in prep. Add more with New fix or Add an existing fix.
For the item Discussing now, the page shows its priority and a timer against a 12-minute target, and the three FIX sections:
- Find — why this is on the list.
- Investigate — the team's discussion notes.
- eXecute — the outcome: tasks and Standards. Click Fix with SOPHIE to have SOPHIE turn the notes and discussion into proposed tasks, new Standards and changes to existing Standards; pick the ones to keep and click Apply selected. Use Add task to add a task yourself, and Fix it when the item is solved.
This works exactly as it does on the FIX List itself — see Working a FIX List item.
Recharge
Lock in commitments and rate the meeting.
- Sophie assigned from this meeting — commitments someone took on out loud that SOPHIE heard clearly enough to put straight on that person's list. Click Undo on any of them until the end of the day; an undone one goes back to the FIX List item as a proposal.
- From the Fix List — the tasks the Fix step created.
- New commitments — type what needs to get done, pick the assignee, and click +. These become tasks when the meeting ends.
- Rate this meeting from 1 to 10. Only the average is shared.
- Cascading message — a message for everyone who wasn't there: decisions, wins and next steps. SOPHIE drafts it; edit it as you like. It's sent to the team when the meeting ends.
The Huddle beats
A Huddle has seven short beats, about 15 minutes in all:
| Beat | What it's for | Target |
|---|---|---|
| Props | What went right | 2 min |
| The Rewind | Yesterday, as a story — yesterday's numbers from your practice system | 2 min |
| The Openings | Where we're leaving money — up to three, biggest first. Click Put it on the Fix List to give one an owner | 3 min |
| The Game Plan | Everyone's one thing (the full list lives on My Day) | 3 min |
| The Fix | Gaps and agreed strategies go on the list, with owners | 2 min |
| Recharge | New commitments | 2 min |
| The Spark | The last word — from the organizer, your purpose, one of your core values, or SOPHIE | 1 min |
In Props, anyone can turn off Name me in Props if they'd rather not be named.
Take notes
Click the Notes bar at the bottom to open it. One person at a time has the keyboard; type what was said — and name who will do it — then click Add. Each note is filed under the step you're on. The facilitator can Hand the keyboard to someone else. You can remove your own notes.
When the meeting ends, SOPHIE reads the notes the same way she reads a recording, so commitments typed here turn into tasks and FIX List items. See After the meeting.
End or leave the meeting
- End meeting ends it for everyone. SOPHIE asks you to confirm — everyone still in it is taken out, the commitments go out as tasks, and the meeting is saved to Power Meets so you can read it back. Choose Keep it running to cancel.
- Leave steps you out without ending it for anyone else.
When the meeting ends, everyone still in it sees This meeting has ended, with See what was decided to open the record.
Good to know
- Who can end a meeting: whoever is facilitating can always end their own. Ending someone else's needs End someone else's meeting permission (Super Admins and Admins). Everyone else sees Leave meeting on the last step instead of End meeting.
- Times are targets. Nothing stops when a step runs over; the clock just shows you where the time went.
- Commitments become tasks at the end. New commitments and the cascading message go out when someone clicks End meeting, not before.