Meeting Prep is for recurring reviews with a stakeholder: a board, CEO, lender, investor, or anyone else who needs a prepared conversation rather than an ad hoc update.
Use it to plan the agenda, connect evidence, carry open follow-up from prior meetings, and capture what happened. Use the underlying Analysis, Forecasts, Reports, and Cash Planning pages when the numbers themselves need to change.
The meeting list
The Meeting Prep list shows every stakeholder review, with each row's period, stakeholder, linked report or forecast context, and status. Open a meeting by its name, or use + New meeting to prepare a new review period.
Create a meeting
A meeting belongs to one stakeholder and one review period. Attach a report or forecast version when the meeting should be grounded in a specific review package. The first review for a new audience uses New stakeholder.
For a monthly operating review the start and end months usually match. Use a wider range only when the meeting covers a longer review period.
Build the agenda
The meeting workspace is organized around the agenda first. Agenda items can be entered manually with Add item, generated from evidence, or suggested by Find topics (ClearBox Intelligence). Group related items with sections, and reorder items into the sequence you want to run the meeting in.
Review evidence opens a drawer of signals that may deserve discussion. Use Add as item to turn a signal into a new agenda item, or Add to item when the signal supports an agenda item that already exists.
Evidence supports the discussion. Promote onto the agenda only the signals important enough to raise with that stakeholder.
Track follow-up and notes
Use Action items for commitments that need to survive the meeting. Open follow-up from earlier meetings stays visible until it is closed, so the current meeting can pick up unresolved work. Promote carried follow-up back onto the agenda when it needs discussion again.
Capture attendees and notes, and move the meeting through Prep, Ready, Held, and Closed as the review progresses. Closed meetings become read-only records, so do not close a meeting until its notes and follow-up list reflect what actually happened.
Use the states intentionally
- Prep - the agenda is still being built.
- Ready - the agenda is prepared for the stakeholder conversation.
- Held - the meeting happened and notes or follow-up can still be finished.
- Closed - the meeting record is complete and should not be edited.
Watch out for
Confirm the stakeholder and period before building the agenda, since they are awkward to change once items exist. Keep follow-up as action items rather than agenda notes, and review evidence before marking the meeting Ready.