Pack catalogue

• Which meeting was this? (skipped if your calendar shows one that just ended)
• Anything missing from: who was there, how it went, and the next step with a date?

1. Work out which meeting it was from your calendar, or ask.
2. Read your voice note or text and pull out who, what happened, reactions and the next step.
3. Ask at most two short questions if something important is missing.
4. Write the debrief in the fixed format below.
5. Draft the follow-up message to the client, and show it to you. Nothing is sent without your OK.
6. Save the debrief and next step to your work log.
7. Tell you when WhatsApp will remind you.

• Who & where: client, place, date and time
• What happened: three short points
• Reaction: interest level (hot, warm or cold) and any objections
• Money & terms: price, budget or terms discussed, if any
• Next step: one action, who does it, and by when
• Draft follow-up: a short message to the client, ready for your OK

• Who or what is this about, if it isn't clear from the chat?

1. Pick out the key points, decisions and next steps from the chat.
2. Save each next step with its date to your work log.
3. Confirm what was saved in one line.

• Summary: two or three lines
• Next steps: each with a date

• Today, or another day?

1. Read today's calendar.
2. Read your work log for items due today and overdue.
3. Put them in order of time and importance.
4. Suggest the first thing to do.

• Meetings today: time and who
• Due today
• Overdue
• First thing to do

• Which item? (the one you just talked about if you don't say)
• Finished, or a new date?

1. Find the item in your work log.
2. Mark it done, or change its date.
3. Add the next step if there is one.
4. Confirm the change in one line.

• What changed, in one line
• The next step and date, if any

• Which inbox, if you have more than one connected?

1. Read today's unread emails.
2. Sort them into reply now, later and ignore.
3. Draft short replies for the reply-now emails.
4. Show every message as a draft and wait for the member's OK before sending.
5. Save anything with a deadline as a next step.

• Reply now: sender, subject, one-line reason, draft reply
• Later: sender, subject, suggested day
• Ignore: count only
• Deadlines found: each with a date

• Which email? (the latest one from that person if you don't say)
• Any points you want included?

1. Read the email and any earlier thread.
2. Check your work log for what you know about this person.
3. Draft a reply in your usual tone.
4. Show every message as a draft and wait for the member's OK before sending.
5. Save any promise you make in the reply as a next step.

• Draft reply, ready to send
• Promises made: each with a date

• What are you looking for, and roughly when or from whom?

1. Search your inbox using what you remember.
2. Show the best three matches.
3. Open the right one and pull out the part you need.

• Top three matches: sender, date, subject
• The part you asked for, quoted
• Attachment names, if any

• Which thread? (the latest long one if you don't say)

1. Read the whole thread, oldest first.
2. Pull out decisions, open questions and who owes what.
3. Draft a reply if one is needed.
4. Show every message as a draft and wait for the member's OK before sending.
5. Save anything you owe as a next step.

• What it's about, in two lines
• Agreed so far
• Still open, with who owes what
• Draft reply, if needed

• With whom, roughly when, and how long?

1. Check your calendar for free times.
2. Suggest three options.
3. Draft the invite or message with those times.
4. Show every message as a draft and wait for the member's OK before sending.
5. Once confirmed, add it to your calendar.

• Three suggested times
• Draft invite or message
• Calendar entry after your OK

• Which meeting? (your next one if you don't say)

1. Find the meeting in your calendar.
2. Pull everything in your work log and recent emails about the people involved.
3. List open items and promises.
4. Suggest three things to cover.

• Who you're meeting and the last time you spoke
• Open items and promises
• Three things to cover
• Questions to ask

• Which meeting, and roughly when would work instead?

1. Find the meeting and who's invited.
2. Check your calendar for three new times.
3. Draft a short, polite message with the options.
4. Show every message as a draft and wait for the member's OK before sending.
5. Update your calendar once a time is agreed.

• Three new times
• Draft message to attendees
• Calendar change after your OK

• This week or next week?

1. Read the week's calendar.
2. Spot clashes, back-to-back days and free blocks.
3. Match meetings with open items in your work log.
4. Suggest when to do the work that's due.

• Day by day: meetings and free time
• Clashes to fix
• Meetings that need prep
• Suggested time for each due item

• Which lead, or all new leads today?

1. Find new leads from your email or CRM.
2. Check your work log for any history with each lead.
3. Draft a short, personal reply for each.
4. Show every message as a draft and wait for the member's OK before sending.
5. Save a next step for each lead.

• Each lead: name, where they came from, what they want
• Draft reply for each
• Next step and date for each

• Who? (a name is enough)

1. Search your work log, emails and CRM for this person.
2. Summarise the relationship and history.
3. List anything open or promised.

• Who they are and how you know them
• Last contact and what was said
• Open items and promises
• Suggested opener for the call

• How far back should I look? (60 days if you don't say)

1. Find leads in your work log or CRM with no contact in that time.
2. Check what each one wanted.
3. Draft a short check-in for each that mentions it.
4. Show every message as a draft and wait for the member's OK before sending.
5. Save a new next step for each one you send.

• Quiet leads: name, last contact, what they wanted
• Draft check-in for each
• Next step and date for each

• Which client?

1. Check your work log for how the work went.
2. Draft a short thank-you that asks for a referral.
3. Show every message as a draft and wait for the member's OK before sending.
4. Save a reminder to thank them if they refer someone.

• Draft thank-you and referral ask
• Next step: thank them for any referral

• What's the brief: what to promote or talk about this week?
• Which platforms?

1. Turn the brief into posts for each platform, in the right length and style.
2. Suggest the best day and time for each.
3. Show all posts for your OK. Nothing is posted automatically.

• One post per platform per day you choose
• Suggested day and time
• Hashtags where they help

• Which platform, and what's the photo of?

1. Write three caption options in your tone.
2. Add hashtags that fit the platform.

• Three caption options
• Hashtags

• Any topics, events or offers to include this month?

1. Look at what you've posted before and what did well.
2. Add local dates and seasons that matter to your clients.
3. Suggest twelve post ideas, three a week.
4. Save the plan.

• Twelve ideas: date, platform, topic, one-line hook
• Which ones need a photo or video

• What's the video about, and who is it for?

1. Write a hook for the first three seconds.
2. Write three short points to say on camera.
3. End with one clear call to action.
4. Suggest shots and on-screen text.

• Hook
• Three points, word for word
• Call to action
• Shot list and on-screen text

• What happened this month worth sharing?

1. Turn your notes and news into a short newsletter.
2. Write a subject line and a preview line.
3. Show every message as a draft and wait for the member's OK before sending.

• Subject line
• Three short sections
• One clear call to action

• Anything you definitely want in this issue?

1. Look through your work log, posts and notes for the month.
2. Pick the best news, a client win (no names unless you agree) and one useful tip.
3. Write each as a short section.

• Three to five sections, each with a heading and a few lines
• Suggested order

• Paste the email, or tell me what it's about.

1. Read the email.
2. Write five subject lines in different styles.
3. Rank them and say why the top one should work.

• Five subject lines, ranked
• Why the top one should work

• Which newsletter? (the latest if you don't say)

1. Read the opens, clicks and unsubscribes.
2. Compare with your previous issues.
3. Name what worked and one thing to change.

• Opens, clicks and unsubscribes against last time
• What worked
• One change for next time
• People who clicked, to follow up

• What's the topic?

1. Draft the post with a clear title and short sections.
2. Suggest a search-friendly title and description.
3. Show it for your OK.

• Title
• Post, in short sections
• Search title and description

• Which page, and what should people search to find it?

1. Read the page.
2. Write a search title and description.
3. Suggest wording changes so it matches what people search.
4. List missing details (area, services, contact).

• Search title
• Search description
• Wording changes
• Missing details

• Any questions you know belong on it?

1. Look through your emails and work log for repeat questions.
2. Pick the top ten.
3. Write short, plain answers.
4. Lay it out ready for your website.

• Ten questions with answers
• Suggested page title

• Which client, or all recent happy clients?

1. Find recent happy clients in your work log.
2. Draft a short request with a link to leave a review.
3. Show every message as a draft and wait for the member's OK before sending.
4. When replies come in, tidy them into short testimonials with the client's permission.

• Draft requests
• Tidied testimonials, ready to publish

• What kind of letter, and to whom?

1. Pick the right template from your documents.
2. Fill in the details from your work log.
3. Show the draft for your review.
4. Save the letter as sent once you approve it.

• Draft letter on your template
• Details it used, for you to check

• Which document?

1. Read the document.
2. Pull out the key points, dates, amounts and obligations.
3. Flag anything unusual.

• Five key points
• Dates and amounts
• Your obligations
• Anything unusual

• Which document, and for which client?

1. Open your template from your Drive.
2. Fill in the client's details from your work log.
3. Highlight anything still missing.
4. Save the filled copy as a draft.

• The filled document, as a draft
• Anything still missing

• Which two versions?

1. Read both versions.
2. List every change, from most to least important.
3. Flag changes that affect money, dates or obligations.

• Important changes: what, where, and why it matters
• Small changes
• Questions to raise

• Which documents, and who signs?

1. Prepare the signing pack and the order of signatures.
2. Draft the message to each signer.
3. Show every message as a draft and wait for the member's OK before sending.
4. Track who has signed.

• Signing pack checklist
• Message to each signer
• Who has signed and who hasn't

• Buyer, property, price and any conditions?

1. Prepare the offer-to-purchase details from your template.
2. List the suspensive conditions and their dates.
3. Prepare the pack for signature.
4. Show everything for your review.

• Offer summary
• Suspensive conditions with dates
• Documents needed
• Signing order

• All documents, or one in particular?

1. Check your e-signature account for unsigned documents.
2. Note how long each has been waiting.
3. Draft a short nudge for each.
4. Show every message as a draft and wait for the member's OK before sending.

• Each document: who, sent when, days waiting
• Draft nudge for each

• Which agreement, which client, and the key terms?

1. Open your agreement template.
2. Fill in the client, terms, amounts and dates.
3. Highlight anything you need to check.
4. Prepare it for signature once you approve.

• Draft agreement
• Points to check
• Ready-to-send signature request after your OK

• The recording, transcript or your notes?

1. Write the minutes: decisions, discussion, actions.
2. Give each action an owner and a date.
3. Draft the email to attendees.
4. Show every message as a draft and wait for the member's OK before sending.

• Decisions
• Short discussion summary
• Actions: owner and date
• Draft email to attendees

• Which meeting?

1. Pull every action from the notes.
2. Mark which ones are yours.
3. Save yours with dates.

• Your actions with dates
• Other people's actions

• Which meeting?

1. Find the meeting and attendees.
2. Check open items with these people in your work log.
3. Write a short agenda with times.
4. Show every message as a draft and wait for the member's OK before sending.

• Agenda: items and minutes for each
• Draft email to attendees

• Which meeting? (the one that just ended if you don't say)

1. Use your Minutes or voice note.
2. Write a short, friendly recap for the client.
3. Show every message as a draft and wait for the member's OK before sending.
4. Save the agreed actions as next steps.

• Draft recap email
• Agreed actions, each with a date

Nothing. It just runs.

1. Read your calendar, open work and today's emails.
2. Build one prioritised list for today.
3. Flag anything overdue.

• Meetings today
• Top three things to do
• Everything else due today
• Overdue items

• When should it be done? (no date if you don't say)

1. Turn what you said into a clear task.
2. Add it to your task list with a date.
3. Confirm in one line.

• Task, in one line
• Date, if any

• Who should do it, and by when?

1. Write the task clearly: what, why and by when.
2. Draft a message to the colleague.
3. Show every message as a draft and wait for the member's OK before sending.
4. Add it to your task list as waiting on them.

• Draft message to the colleague
• Task saved as waiting on them

• Anything you want to carry into next week?

1. Read the week's finished and open items in your work log.
2. List what got done and what slipped.
3. Suggest three priorities for next week.
4. Move slipped items to new dates after your OK.

• Done this week
• Slipped, with suggested new dates
• Three priorities for next week

• Which accounting app, if you use more than one?

1. List unpaid and overdue invoices.
2. Draft a polite reminder for each, firmer for older ones.
3. Show every message as a draft and wait for the member's OK before sending.
4. Save a follow-up date for each.

• Overdue invoices, oldest first, with amounts
• Draft reminder for each
• Total outstanding

Nothing. It just runs.

1. Read your accounting app.
2. Summarise money in, money out and what's owed both ways.
3. Flag what needs attention first.

• Cash position in plain words
• Money in and out this month
• Owed to you and owed by you
• What needs attention first

• Which client, and which work?

1. Find the logged work for the client.
2. Draft the invoice in your accounting app with the right items and amounts.
3. Show it to you; nothing is sent without your OK.

• Draft invoice: items, amounts, total, due date
• Anything that needs checking

• Which client, and what's being quoted?

1. Use your usual prices and past quotes.
2. Draft the quote with items, amounts, terms and an expiry date.
3. Show every message as a draft and wait for the member's OK before sending.
4. Save a next step to follow up.

• Draft quote
• Cover message
• Follow-up date

• Which client, or everyone who owes something?

1. List what each client still owes.
2. Draft a polite, specific request for each.
3. Show every message as a draft and wait for the member's OK before sending.
4. Track what comes in.

• Each client: what's still missing
• Draft request for each
• What has come in since last time

• Which client, and what kind of job?

1. Use your standard list for that kind of job.
2. Remove anything you already have in your Drive.
3. Draft a clear request for the rest.
4. Show every message as a draft and wait for the member's OK before sending.
5. Save each document as an open item.

• Documents needed
• Draft request to the client

• Which client?

1. Check new emails and your Drive for the client's documents.
2. Tick off what arrived.
3. List what's still missing.

• Received
• Still missing
• Draft thank-you with the remaining list

• Which client?

1. Check the chase history in your work log.
2. Draft a firm, polite final notice with a clear date and what happens next.
3. Show every message as a draft and wait for the member's OK before sending.

• Chase history
• Draft final notice

• Who is it for, and for which period?

1. Pull the activity from your work log and figures.
2. Write a short report in a fixed format.
3. Show it for your OK.

• Summary in three lines
• What was done
• Results and figures
• Next steps

• Which numbers matter most to you?

1. Pull the month's figures from your spreadsheets and apps.
2. Compare with last month.
3. Write short notes on wins and problems.
4. Lay it out as a report.

• Key numbers against last month
• Wins
• Problems
• Next month's focus

• Which numbers, and what should the chart show?

1. Read the numbers.
2. Pick the clearest kind of chart.
3. Make the chart with a plain title and labels.

• The chart
• One-line takeaway

• Which spreadsheet?

1. Read the spreadsheet.
2. Say what it shows in plain words.
3. Point out anything unusual or worth asking about.

• What it shows
• What stands out
• Questions to ask

• Which matter or client, or all of them?

1. Find every date that matters: transfers, filings, court, registry or SARS.
2. Put them in order.
3. Flag anything within 7 days.

• Due this week
• Due this month
• Later dates
• Anything at risk

• Which matter?

1. Read the matter's notes and dates.
2. Draft a plain-language update for the client.
3. Show every message as a draft and wait for the member's OK before sending.

• Where it stands
• What happens next and when
• Anything needed from the client

• Who's the client, and what's the matter?

1. Create a matter record with the key details.
2. List the parties for your conflict check.
3. Set the first steps and dates.
4. Draft the engagement email.
5. Show every message as a draft and wait for the member's OK before sending.

• Matter record
• Parties for conflict check
• First steps with dates
• Draft engagement email

• Which matter, and time or estimate?

1. Collect the work done from your work log and calendar.
2. List time against each item.
3. Draft the fee note or estimate.
4. Show every message as a draft and wait for the member's OK before sending.

• Time recorded
• Draft fee note or estimate

• Which matter?

1. Gather dates from emails, documents and your work log.
2. Put events in order with sources.
3. Flag gaps or conflicting dates.

• Timeline: date, event, source
• Gaps or conflicts

• Is the client a person, a company or a trust?

1. Build the right FICA checklist: ID, proof of address and, for companies or trusts, registration and authority documents.
2. Draft the request to the client.
3. Show every message as a draft and wait for the member's OK before sending.
4. Track what has come in.
5. Never store ID numbers in the work log; only tick what's received.

• Checklist for this client type
• Received and still missing
• Draft request

• Which client file?

1. Check the file against your compliance checklist.
2. List what's complete, missing or out of date.
3. Suggest fixes in order.

• Complete
• Missing
• Out of date
• Fixes, most important first

• Which client?

1. Check the client's documents and details against your risk checklist.
2. Suggest a rating with reasons. The final rating is yours.
3. Save the record.

• Suggested rating: low, medium or high
• Reasons
• What's still needed

• How far ahead? (60 days if you don't say)

1. Check your compliance records for expiry dates.
2. List what's expired or expiring.
3. Draft a request for new copies.
4. Show every message as a draft and wait for the member's OK before sending.

• Expired
• Expiring soon
• Draft request for each client

• Which process or policy?

1. Read your policy.
2. Compare with how the work is actually done, from your records.
3. List gaps and simple fixes.

• Gaps found
• Simple fixes
• Records to update