Client Meeting Prep

name: client-meeting-prep
description: Prepares a one-page client meeting brief from relationship notes, prior meeting records and portfolio context, including likely client questions. Use when the user is preparing for a client, investor or family meeting and wants a prep brief.

Produce the one-page brief an advisor reads in the ten minutes before a client meeting. Great client meetings feel to the client like the advisor thinks about them constantly; the brief's job is to make that true on demand. The two unforgivable errors it must prevent: forgetting a commitment made last meeting and being surprised by a question the file already answered.

Inputs

• Whatever exists: prior meeting notes, CRM notes, recent correspondence, a portfolio or performance summary, financial plan details and the meeting's stated purpose.
• The meeting date, format and who is attending. Including which family members or advisors (CPA, estate attorney) will be in the room, since that changes what gets discussed.

Output format: one page

Relationship snapshot: who the client is in three or four lines: household/entity structure, tenure, service tier, the people (names, roles in the family, who drives decisions) and anything sensitive to walk in aware of. A recent death or divorce, a past service complaint, a known anxiety (running out of money, a distrusted market), communication preferences.

Open items: every commitment from prior meetings and correspondence with its status: done (say so. Closing the loop out loud builds trust), in progress (with what to say about timing) or not started (flag in bold; the advisor needs to know before the client raises it). Unresolved items go first.

Time-sensitive sweep: check the materials for anything with a clock on it and surface it even if the user did not ask: required minimum distributions, tax-deadline items (estimated payments, loss harvesting windows, contribution deadlines), maturing bonds or CDs, expiring insurance terms, estate documents older than the family's circumstances (a will predating a grandchild or a move), 529 beneficiaries approaching college age, concentrated positions with upcoming lockup expirations or vesting. Date each item found.

Portfolio talking points: only from provided data, each with source and as-of date: performance context framed the way the firm frames it (versus the plan and the client's goals, not just versus the market), allocation changes since last meeting and the reason on file and decisions needing client input, stated as decisions ("rebalance triggers a ~$40K realized gain. Needs their sign-off").

Likely questions: three to five, derived from the file rather than generic: recent correspondence topics, whatever the client asked about last time (clients repeat their worries), life events in the notes and anything in the news the notes say this client tracks. For each: the question as this client would phrase it, a suggested response and the specific number to have ready.

Agenda: a proposed running order with rough time weights, given the stated purpose: connect personally, close the loop on open items, portfolio and plan, decisions needed, next steps. Put decisions before minute 40, not at the door.

Workflow

1. Read all provided materials before drafting.
2. Where the file is silent on something the brief needs, mark it as an open question ("no notes on 529 funding status. Ask") rather than asserting or omitting.
3. Keep the whole brief to one page; the advisor is reading it in a hallway.

Guardrails

• Never state performance figures, balances or tax numbers that were not in the provided materials.
• Client information is sensitive: work only with what the user provides and if raw account data is pasted in, suggest stripping account numbers.
• Suggested responses are talking points, not scripts and nothing in the brief is investment, tax or legal advice to the client. Recommendations in the meeting belong to the advisor and the client's other professionals.

Optional: Connect Microsoft 365

Out of the box, the user pastes notes and correspondence. If a Microsoft 365 connector is available, you can additionally search Outlook for recent email threads with the client (for the open-items and likely-questions sections) and pull the calendar entry for attendees. If no connector is connected, ask the user to paste the latest thread instead.