Meeting Preparation with AI Chat

Documentation Index

Fetch the complete documentation index at: https://support.affinity.co/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

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The Problem: Scattered Meeting Context

1. Click to Acme’s company profile → Scan recent activity
2. Click Notes tab → Read through 10+ notes from different teammates
3. Ask on Slack: “Who’s met with Acme recently?”
4. Check your calendar → When did WE last talk?
5. Click to CEO’s person profile → Check their background
6. Piece together context from 6 different sources Time: 15-20 minutes. Result: Fragmented, possibly incomplete.

• Last interaction (when, who, what was discussed)
• Recent notes summary from all teammates
• Relationship strength and key contacts
• Outstanding action items
• Context for today’s discussion Time: 5 minutes. Result: Comprehensive, ready to use.

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Step-by-Step: Meeting Prep Workflow

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Step 1: Ask AI Chat to Prepare

1. Open AI Chat
2. Type: “Help me prepare for my meeting with [Company Name]”
3. Press Enter Use actual company name from your CRM

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Step 2: Review the Brief

• Last interaction (when, who, what discussed)
• Recent notes summary
• Relationship context
• Company data and list memberships Look for: Outstanding action items, recent concerns, relationship history

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Step 3: Ask Follow-Ups If Needed

• “Summarize our last 3 meetings with [Company]”
• “What action items are outstanding?”
• “Who has the strongest relationship there?” AI Chat is conversational—refine as needed

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Step 4: Copy Key Info Into Note

1. Click Copy on AI Chat response
2. Create new note in Affinity
3. Paste (formatting preserved)
4. Add your talking points
5. Share with team Reference during the meeting

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Real Example: Full Meeting Prep Workflow

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Scenario

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Preparation

• Last interaction: Partner call 2 weeks ago (discussed integration timeline)
• 6 notes from team spanning 4 months
• Partner has strongest relationship
• Loom is on “Active Pipeline” and “Q1 Targets” lists
• Recent News highlighted to call out items of relevance or usefulness
• Current stage: Partner Review

• Discussed technical integration timeline
• Loom interested but needs security review before proceeding
• VP Product mentioned Q2 expansion goals From 1 month ago (Engineering sync):
• Technical feasibility confirmed
• API documentation shared
• Integration complexity: moderate From 3 months ago (Initial call):
• VP Product specifically asked about custom pricing tiers
• Interested in enterprise offering
• Decision timeline: Q2 2026

• Security review status (follow-up from 2 weeks ago)
• Custom pricing tiers (VP Product asked in initial call)
• Q2 expansion timeline (their stated priority) Questions to ask:
• Has security review started?
• What’s the decision timeline?
• Who else needs to be involved on their side?
• What is being talked about in the media about Loom? Context to leverage:
• They’re interested but need enterprise security clearance
• Technical team already confirmed feasibility
• VP Product has Q2 expansion goals

1. Copy AI Chat response
2. Create new note in Affinity
3. Attach to Loom company profile
4. Title: “Meeting Prep - Loom - April 9, 2026”
5. Paste AI Chat context
6. Add your talking points:

MEETING PREP - Loom VP Product Call

CONTEXT:
- Integration interested but needs security review
- Asked about custom pricing in initial call
- Q2 expansion timeline is their priority
- Partner has been leading, this is my first interaction

TOPICS TO COVER:
- Security review status
- Custom pricing tier options
- Q2 timeline and next steps

QUESTIONS:
- Has security review begun?
- Decision timeline?
- Who else involved on their side?

OBJECTIVE: Advance to security review phase or identify blockers

1. Share with team (set sharing to “Everyone”)

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Result

• Knowing full relationship history (even though you’ve never met them)
• Understanding their priorities (Q2 expansion, custom pricing)
• Ready to follow up on commitments (security documentation)
• Positioned to advance the deal (security review phase)

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Meeting Prep Scenarios

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First Meeting with Founder/Exec Team

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Follow-Up After Pitch

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Taking Over a Deal

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Meeting Prep Techniques

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For Founders Calls (First-Time Meetings)

1. “Help me prepare for my first meeting with [Company]”
2. “How did we discover [Company]?” (understand source)
3. “What makes [Company] interesting to our firm?” (thesis fit)
4. “Who can introduce us?” (if not already connected) Focus:

• Why this company fits your thesis
• How you found them (warm intro, event, research)
• What initial research showed
• Questions to validate investment hypothesis

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For Follow-Up Calls (Deal Progression)

1. “What did we discuss in our last meeting with [Company]?”
2. “What action items are outstanding?”
3. “Has [Company]‘s status changed since we last spoke?” Focus:

• Honoring commitments (send what you promised)
• Addressing concerns raised previously
• Moving deal forward (next stage in process)
• Building momentum

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For Portfolio Company Check-Ins

1. “Summarize our interactions with [Portfolio Company] this quarter”
2. “What challenges has [Company] mentioned in recent notes?”
3. “When is our next board meeting with them?” Focus:

• Progress since last check-in
• Support they need from your firm
• Strategic guidance opportunities
• Relationship health

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For IC Presentations (Internal Reviews)

1. “What notes mention ‘investment committee’ for [Company]?”
2. “Summarize our team’s assessment of [Company]”
3. “What due diligence have we completed on them?” Focus:

• Team consensus and concerns
• Open questions for IC
• Due diligence findings
• Investment thesis validation

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What to Do When AI Chat’s Response Isn’t Perfect

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Issue: Response Too General

• “What specific concerns did we raise about [Company]‘s pricing?”
• “What did [Teammate] write in their notes about the founder?”
• “When exactly did we last meet?”

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Issue: Missing Recent Information

1. Verify the meeting was logged in CRM
2. Check if notes were added
3. Try: “What’s our most recent interaction with [Company]?”
4. If still missing, use manual check (Notes tab on profile)

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Meeting Prep Checklist

• Use AI Chat: “Help me prepare for meeting with [Company]”
• Review all sections of response (2-3 minutes)
• Ask follow-up questions for deeper context
• Copy response into Affinity prep note
• Add your talking points and questions
• Share prep note with team 1 hour before meeting:
• Quick re-scan of prep note
• Review your talking points
• Clear any last-minute questions 5 minutes before meeting:
• Glance at key discussion topics
• Ready to engage After meeting:
• Add meeting notes to CRM
• Document action items
• Update deal status if progressed

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Common Mistakes to Avoid

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Mistake 1: Not Being Specific Enough

• AI Chat doesn’t know which meeting ✅ Specific: “Help me prepare for my meeting with Acme Corp tomorrow at 2pm”

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Mistake 2: Not Using Follow-Up Questions

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Mistake 3: Not Verifying Critical Data

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Mistake 4: Not Saving the Context

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When AI Chat Saves the Most Time

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Beta Limitations (What’s Not Available Yet)

• Dates may be incorrect: Past meetings may show as “upcoming”—verify all dates manually
• No** actions:** Cannot set reminders, create notes or update fields
• No context-aware suggestions: V1 has 4 canned prompts (dynamic suggestions coming later)
• Web app only: No mobile access in Beta Workarounds:
• Verify dates in your calendar
• Use reminder feature for follow-ups
• Copy response into note, create agenda manually
• Use desktop/laptop for access