> ## 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.

# Meeting Preparation with AI Chat

> Workflow recipe: Meeting Preparation with AI Chat

<Note>**How-to** — task-oriented recipe.</Note>

**Last Updated:** April 8, 2026

**Object Tags:** AI Chat, Meeting Prep, Workflows, Founder Calls

**Difficulty:** Beginner

**Time:** 5-10 minutes

***

## Overview

Use AI Chat to prepare for investor meetings, founder calls, and portfolio check-ins by getting instant context on relationship history, recent conversations, and key discussion points—without clicking through multiple profiles or asking teammates for updates.

**Goal:** Walk into every meeting fully briefed in 5 minutes instead of 20+ minutes of manual research.

**Who this is for:** Associates and Analysts preparing for meetings, Partners doing quick prep before calls, anyone needing fast context.

***

## The Problem: Scattered Meeting Context

**Before AI Chat:**
You have a call with Acme Corp's CEO in 2 hours. To prepare:

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.

***

**With AI Chat:**
Type: "Help me prepare for my meeting with Acme Corp"
AI Chat returns:

* 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.

***

## Step-by-Step: Meeting Prep Workflow

### Step 1: Ask AI Chat to Prepare

**One day (or hours) before your meeting:**

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**

***

### Step 2: Review the Brief

**AI Chat returns:**

* 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

***

### Step 3: Ask Follow-Ups If Needed

**Dig deeper where helpful:**

* "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**

***

### 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**

***

## Real Example: Full Meeting Prep Workflow

### Scenario

You're an Associate preparing for a follow-up call with Loom's VP of Product tomorrow at 2pm. Your firm has had 3 previous meetings with Loom over the past 4 months. You've never met with them personally—a Partner on your team has been leading the relationship.

***

### Preparation

**Initial query**
You: "Help me prepare for my meeting with Loom tomorrow"
AI Chat returns:

* 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

***

**Review team notes summary**
AI Chat summarizes key points:

**From 2 weeks ago (Partner meeting):**

* 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

***

**Ask follow-up questions**
You: "What action items are outstanding from our last meeting?"
AI Chat: "Follow up with security documentation" (from 2-week-ago meeting)
You: "Who has met with Loom's VP of Product before?"
AI Chat: "Partner met with VP Product on \[dates]. No other team members have engaged."

***

**Identify discussion topics**

**Based on AI Chat's context, you identify:**
Topics to cover:

* 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

***

**Create meeting prep note**

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:

```javascript theme={null}
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")

***

## Result

You walk into the meeting:

* 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)

***

## Meeting Prep Scenarios

### First Meeting with Founder/Exec Team

**Query:** "Help me prepare for my first meeting with \[Company]"

**Focus:** How you discovered them, why interesting, initial research, mutual connections

**Timeframe:** All available history (6-12 months)

***

### Follow-Up After Pitch

**Query:** "What did we discuss in our last meeting with \[Company]?"

**Focus:** Questions raised, concerns, next steps agreed, information requested

**Timeframe:** Past 30-60 days

***

### Taking Over a Deal

**Query:** "What's our complete relationship history with \[Company]?"

**Follow-up:** "What notes has \[Previous Owner] written?"

**Focus:** How relationship started, key milestones, their assessment, commitments

***

## Meeting Prep Techniques

### For Founders Calls (First-Time Meetings)

**Query sequence:**

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

***

### For Follow-Up Calls (Deal Progression)

**Query sequence:**

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

***

### For Portfolio Company Check-Ins

**Query sequence:**

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

***

### For IC Presentations (Internal Reviews)

**Query sequence:**

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

***

## What to Do When AI Chat's Response Isn't Perfect

### Issue: Response Too General

**What happened:**
AI Chat gave basic overview, missing specific details you need

**Solution:**
Ask more specific follow-up:

* "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?"

***

### Issue: Missing Recent Information

**What happened:**
You know there was a meeting last week, but AI Chat didn't mention it

**Solution:**

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)

***

## Meeting Prep Checklist

**24 hours before meeting:**

* [ ] 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

***

## Common Mistakes to Avoid

### Mistake 1: Not Being Specific Enough

❌ **Vague:** "Prep me for my meeting"

* AI Chat doesn't know which meeting
  ✅ **Specific:** "Help me prepare for my meeting with Acme Corp tomorrow at 2pm"

***

### Mistake 2: Not Using Follow-Up Questions

❌ **One query only:** Get basic overview, stop there
✅ **Conversational:** Use initial response to guide follow-up questions for depth

***

### Mistake 3: Not Verifying Critical Data

❌ **Trust blindly:** Accept all AI Chat info as fact
✅ **Verify:** Click through to profiles for critical details before meeting

***

### Mistake 4: Not Saving the Context

❌ **Lose it:** Read AI Chat response, close chat, forget details
✅ **Preserve:** Copy into note for reference during and after meeting

***

## When AI Chat Saves the Most Time

**Situations where AI Chat is 10x faster than manual:**
🚀 **Taking over someone else's deal:**
Get full relationship history without asking teammate for summary
🚀 **Meeting with company you haven't touched in months:**
Refresh memory instantly instead of reading old notes
🚀 **Multiple meetings back-to-back:**
Prep for each in 5 minutes instead of 20+ per meeting
🚀 **Last-minute meeting added:**
Quick context when meeting scheduled with 1 hour notice

***

## Beta Limitations (What's Not Available Yet)

⚠️ **Known Beta Issues:**

* **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

***