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2.2 Meeting Hygiene Tracking

How to find last week's meetings and enter agenda and recap data

What this measures

Meeting hygiene tracks two binary behaviors for every architect-client meeting: (1) was an agenda sent to the client the 24 hours before the meeting, and (2) was a recap sent to the client within 24 hours after the meeting. Both are entered as YES or NO.

Target rates: 60%+ during the first four weeks post-automation launch, 90%+ long-term.


When to do this

Cadence

Every Monday morning as part of the Monday Metrics Update (SOP 2.4). Cover all meetings from the previous week — Monday through Sunday.

Step-by-step: how to find and enter meeting hygiene data


1

Open each architect's Google Calendar — Juan's and Sparsh's. Set the view to the previous week (Monday–Sunday).

2

Identify every meeting that was a client-facing call. Look for meetings named in the format: Customer Name / RevGravy - Bi-Weekly Meeting. Skip internal meetings, 1:1s with Phil, and Win the Week calls.

3

For each client meeting found, open HubSpot. Go to the client's Company record → Activity feed.

4

Filter the activity feed by Emails. Look for emails sent 24 hours before the meeting date — this is the agenda. If you find one sent by the architect the day before: YES. If not: NO.

5

Look for emails sent on the meeting date or the day after (within 24 hours). This is the recap. If you find one sent by the architect within 24 hours of the meeting: YES. If not: NO.

6

Open the Operations Dashboard → Meeting Hygiene Data tab.

7

Add one new row at the bottom for each meeting. Fill in: Date (meeting date), Client, Architect (Juan or Sparsh — exact spelling), Meeting Type, Agenda Sent (YES/NO), Recap Sent (YES/NO), Notes (optional).

8

Repeat for every client meeting from the previous week across both architects.

Edge cases

Situation

What to enter

Client cancelled or no-showed

Still add the row. Agenda Sent = YES if it was sent before cancellation. Recap Sent = Yes (no meeting happened, no recap needed). Add a note: 'Client no-show'.

Vannoppen or Nuance Medical meetings

Don't add the row. These clients don't use Fellow automations.

Meeting was rescheduled

Use the actual date the meeting took place, not the original date.

Can't find emails in HubSpot

Check that the architect's Gmail is synced to HubSpot (HubSpot Sales Extension must be connected). If not synced, ask the architect to confirm manually.