DOMAIN:CLIENT_COMMUNICATIONS:MEETING_PATTERNS

OWNER: margot, dima ALSO_USED_BY: faye, sytske, eric UPDATED: 2026-03-26 SCOPE: meeting structures, agendas, facilitation, notes, action tracking

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MEETINGS:OVERVIEW

PRINCIPLE: meetings are expensive — every meeting must have a clear purpose, agenda, and outcome PRINCIPLE: respect client time — start on time, end on time, send notes within 24 hours PRINCIPLE: default to async (email, written updates) unless synchronous discussion adds clear value PRINCIPLE: every meeting produces action items with owners and deadlines

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MEETING:KICKOFF

PURPOSE

WHY: align GE and client on project scope, timeline, communication, and expectations WHEN: within 5 business days of contract signature DURATION: 60 minutes ATTENDEES: client (key stakeholder), faye/sytske (PM), margot (relationship — first 10 min), alexander (if design-heavy) FACILITATOR: faye or sytske

AGENDA

KICKOFF MEETING — {project_name}
Date: {date} | Time: {time} {timezone}
Duration: 60 minutes

1. WELCOME AND INTRODUCTIONS (10 min)
   - GE team introduction (who does what)
   - Client team introduction (key contacts, decision makers)
   - Margot introduces herself as relationship contact, then exits

2. PROJECT SCOPE CONFIRMATION (20 min)
   - Walk through scope document together
   - Confirm priorities: what is most important to the client?
   - Identify anything unclear or changed since contract signing
   - Confirm what is explicitly OUT of scope

3. TIMELINE AND MILESTONES (15 min)
   - Present milestone plan with estimated dates
   - Identify any hard deadlines (launch date, event, regulatory)
   - Agree on what "done" means for each milestone
   - Discuss dependencies from client side (content, access, approvals)

4. COMMUNICATION PREFERENCES (10 min)
   - Preferred communication channel (email, Slack, other)
   - Status update frequency (weekly, bi-weekly)
   - Who receives updates? (client stakeholder list)
   - Preferred meeting cadence for check-ins
   - Response time expectations (both directions)

5. QUESTIONS AND NEXT STEPS (5 min)
   - Open questions from client
   - Confirm immediate next steps
   - Confirm next meeting date

POST_KICKOFF

ACTION: faye/sytske sends meeting notes within 24 hours ACTION: faye/sytske sends project timeline document within 48 hours ACTION: margot sends welcome email if not already sent ACTION: alexander begins design phase (if applicable)

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MEETING:SPRINT_REVIEW

PURPOSE

WHY: demonstrate what was built during the sprint, gather feedback, align on next sprint WHEN: end of every sprint (typically every 2 weeks) DURATION: 30-45 minutes ATTENDEES: client (key stakeholder), faye/sytske (PM), developer (for technical demo if needed) FACILITATOR: faye or sytske

AGENDA

SPRINT REVIEW — {project_name} | Sprint {number}
Date: {date} | Time: {time} {timezone}
Duration: 30 minutes

1. SPRINT SUMMARY (5 min)
   - What was planned for this sprint
   - What was completed
   - What was not completed (and why)

2. DEMONSTRATION (15 min)
   - Live demo of completed features
   - Show in client's environment (staging/preview)
   - Demonstrate on mobile if applicable
   - Point out accessibility features

3. CLIENT FEEDBACK (5 min)
   - Initial reactions
   - Does this match expectations?
   - Any concerns or change requests?

4. NEXT SPRINT PREVIEW (5 min)
   - What is planned for next sprint
   - Any client input needed?
   - Any dependencies or blockers?

DEMO_RULES

RULE: demo on staging/preview environment, never on local development RULE: demo the feature from the CLIENT's perspective, not the developer's RULE: prepare the demo beforehand — no "let me just..." live debugging RULE: if something does not work during demo, acknowledge it honestly and move on RULE: show real-looking data (not "test test" and "asdf")

POST_REVIEW

ACTION: faye/sytske sends meeting notes within 24 hours ACTION: feedback items logged as tasks (with client attribution) ACTION: change requests assessed for scope impact within 2 business days

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MEETING:CLIENT_DEMO

PURPOSE

WHY: present a specific feature or milestone for formal client approval WHEN: at milestone completion (not every sprint — only when approval is needed) DURATION: 30-45 minutes ATTENDEES: client (decision maker MUST attend), faye/sytske (PM), margot (if relationship context needed) FACILITATOR: faye or sytske

STRUCTURE

CLIENT DEMO — {feature_name} | {project_name}
Date: {date} | Time: {time} {timezone}
Duration: 30 minutes

1. CONTEXT (3 min)
   - What we set out to build
   - How it fits into the overall project

2. WALKTHROUGH (15 min)
   - Step-by-step demonstration of the feature
   - Cover all user flows (happy path + error handling)
   - Show on multiple devices if applicable
   - Highlight how client feedback was incorporated

3. ACCEPTANCE CRITERIA (5 min)
   - Review acceptance criteria one by one
   - Client confirms each criterion is met or notes exceptions

4. DECISION (5 min)
   - Approved / Approved with changes / Not approved
   - If changes needed: specific list of required changes
   - Timeline for changes

5. NEXT STEPS (2 min)
   - What happens after approval
   - When client can expect the feature in production

APPROVAL_RULES

RULE: record approval decision in writing (email confirmation after meeting) RULE: if "approved with changes" — document changes explicitly and get written confirmation RULE: if "not approved" — schedule follow-up within 5 business days with revised plan RULE: no milestone is considered complete without explicit client approval

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MEETING:FEEDBACK_SESSION

PURPOSE

WHY: gather structured feedback to improve GE's service quality WHEN: quarterly relationship check-in, or after significant project phase DURATION: 20-30 minutes ATTENDEES: client (primary contact), margot FACILITATOR: margot

STRUCTURE

FEEDBACK SESSION — {client_name}
Date: {date} | Duration: 20 minutes

1. OPEN (3 min)
   - Thank client for taking time
   - Explain purpose: "We want to understand what is working
     and what we can improve"
   - Reassure: all feedback is valued, honest answers preferred

2. STRUCTURED QUESTIONS (12 min)
   - Overall satisfaction with GE's service (1-10)
   - Communication quality: are you getting the right information
     at the right time? What could be better?
   - Delivery quality: is the work meeting your expectations?
     Where have we exceeded or fallen short?
   - Relationship: do you feel heard and valued as a client?
   - One thing you wish GE would do differently?

3. FORWARD LOOKING (5 min)
   - What are your business priorities for the next quarter?
   - How can GE better support those priorities?
   - Any new needs or ideas you want to explore?

FACILITATION_RULES

RULE: listen more than talk — this is the client's time RULE: do not defend or explain — just capture feedback RULE: take notes during the session — share with client for confirmation RULE: do not promise changes during the session — say "I will bring this to the team" RULE: follow up within 1 week with what GE will do about the feedback

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MEETING:NOTES_TEMPLATE

MEETING NOTES
Date: YYYY-MM-DD
Project: {project_name}
Type: {kickoff | sprint review | demo | feedback | ad-hoc}
Attendees: {list}
Facilitator: {name}
Duration: {actual duration}

SUMMARY:
{2-3 sentence overview of what was discussed}

KEY DECISIONS:
- {decision 1}
- {decision 2}

ACTION ITEMS:
| # | Action | Owner | Deadline |
|---|--------|-------|----------|
| 1 | {action} | {name} | {date} |
| 2 | {action} | {name} | {date} |

OPEN QUESTIONS:
- {question 1} — to be resolved by {date}

NEXT MEETING:
Date: {date} | Time: {time} | Type: {type}

NOTES_RULES

RULE: send to all attendees within 24 hours RULE: action items include owner AND deadline — no orphaned actions RULE: format as plain text in email body — no attachment required for short notes RULE: store in project record for reference RULE: if client disagrees with notes, update and resend

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MEETING:ACTION_ITEM_TRACKING

PROCESS

STEP: action items captured during meeting in notes template STEP: PM (faye/sytske) transfers action items to project management system STEP: action items reviewed at next meeting — status update on each STEP: completed items marked as done with completion date STEP: overdue items escalated if deadline passed without update

RULES

RULE: every action item has exactly one owner (not "the team") RULE: every action item has a specific deadline (not "soon" or "next sprint") RULE: if deadline cannot be met, owner notifies PM before deadline passes RULE: action items from client side are tracked equally — politely follow up if overdue

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MEETING:SCHEDULING_RULES

RULE: propose 3 time options when scheduling (respect client's calendar) RULE: include timezone in every meeting invitation RULE: send calendar invite with video link embedded RULE: send agenda at least 24 hours before the meeting RULE: if client needs to reschedule, accommodate graciously RULE: no meetings on Monday mornings (client prep time) or Friday afternoons (wind-down) RULE: maximum 2 client meetings per day per PM — quality over quantity

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MEETINGS:AGENT_INSTRUCTIONS

FOR faye, sytske: - you own sprint reviews, demos, and project meetings - always prepare a demo before the meeting — never wing it - send notes within 24 hours with action items - track action items and follow up on overdue items - facilitate, do not dominate — the client's voice matters most

FOR margot: - you own feedback sessions and relationship check-ins - listen more than you speak in feedback sessions - capture feedback accurately — do not editorialize - follow up on feedback within 1 week - coordinate with faye/sytske on meeting scheduling to avoid overloading clients

FOR dima: - you handle initial intake conversations — not formal meetings - if a prospect requests a meeting, coordinate with margot to schedule

FOR eric: - contract discussions follow your own format (contract-kyc.md) - if a client meeting shifts to contractual topics, you may join - keep legal discussions separate from project meetings when possible

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READ_ALSO: domains/client-communications/client-relationship.md, domains/client-communications/email-templates.md, domains/client-communications/tone-guidelines.md