/ Client ops / Meeting cadence Team only
Client ops

Meeting cadence

Who meets when, the prep process, and how to keep the Source of Truth current.
1

Meeting schedule

  • Monthly meetings: Third Wednesday of each month (standard). Some clients vary — check ClickUp for client-specific cadence.
  • Mid-month check-in calls: Growth tier clients only. Two weeks after the monthly meeting.
  • Ad-hoc: Flag in Slack → create a ClickUp task for the session.
2

Prep process

NHH auto-generates meeting prep briefs 24 hours before each scheduled meeting. The prep brief is posted as a ClickUp subtask on the meeting task. Format:

  1. Situation summary (3–5 bullets, max 500 words)
  2. Talking points (scannable bullets — not paragraphs)
  3. Questions to ask (contextual to this client and meeting only)
  4. Non-obvious pre-meeting checklist items
  5. Open actions from last meeting (flat table)
If the Source of Truth is empty for a client, the prep brief will carry a gap warning. Populate the SoT doc after each session.
3

Source of Truth standard

Every client must have a Source of Truth doc in their ClickUp list. Required fields:

  • Primary conversion goal (bookings / leads / specific service line)
  • Active channels
  • Monthly ad budget (Google + Meta split)
  • Key contacts and their roles
  • Any seasonal or campaign-specific priorities
  • Relationship context (parent company, decision-maker, any sensitivities)
The SoT doc is the single most important input for Hilda. Without it, every prep brief, report, and strategy will be lower quality.
4

Post-meeting process

  1. Add action items to ClickUp immediately after the meeting
  2. Update the SoT doc with anything that changed (new priorities, budget changes, new contacts)
  3. If a new client — create the SoT doc before leaving the meeting