Get ready for client meetings with ease and efficiency with our AI Assistant. By generating comprehensive meeting preparation documents and pre-meeting e-mails, allowing modifications, and answering any questions about the upcoming meeting or clients, the AI Assistant ensures you are always well-prepared.
Key Features
1. Generating Meeting Preparation
The AI Assistant can quickly generate a detailed meeting preparation based on the client's financial data and earlier meetings. This includes:
Contacts - List of attendees of the upcoming meeting and their preferred nicknames (,if it is stored)
Household Summary - A summary of the contact's household (employment, risk tolerance, annual income, assets and family status)
Financial Goals - The contact's main financial goals with amounts and deadlines
Conversation Starters - Personal Ice Breaker topics and Financial Ice Breaker questions both based on past discussions
Proposed Agenda - AI-generated meeting agenda
Past Meetings - A quick summary of recent meetings with the dates and times included
Previous Tasks - List of the advisor's and contact's outstanding tasks, specify the assignee
A pre-meeting email - Confirming the time of the meeting, proposed agenda and tasks to review
The Meeting Preparation E-mail is collapsed by default but you can open and manually edit it any time or ask the AI Assistant to make changes for you. You can adjust both the Meeting Preparation Template and the Meeting Preparation E-mail Template based on the Meeting Type (detailed steps below).
The Meeting Preparation is available from the Upcoming menu, next to each meeting there is a dedicated Meeting Prep button or you can search for your client's name under the Contacts menu and click on the Zocks AI assistant dropdown. These both search in the contact's context and pull data from Zocks and your connected CRM as well.
2. Modifying Meeting Preparation
After generating the meeting preparation, the AI Assistant allows you to make modifications through a free-text chat. You can:
Add or remove discussion points or tasks
Update client information
Customize the email
3. Answering Questions
The AI Assistant can answer any questions you might have about the upcoming meeting or the clients attending. This feature ensures that you have all the information you need at your fingertips. You can ask about:
Specific details in the meeting preparation
Client's financial history
Any other relevant information
How to Use the AI Assistant
Generate Meeting Preparation:
From the Upcoming meetings page, simply click Meeting prep
Review the automatically generated document
Modify Meeting Preparation:
Type your modification requests in free text in the chat
Review the updated meeting preparation document
Ask Questions:
In the chat, type your questions regarding the meeting or client
Receive instant responses with the information you need
Customizing the Meeting Preparation and Prep E-mail Templates
We've put a lot of effort into creating a default template that works great right out of the box based on our users' most requested topics and workflows. However, you might have different preferences or you want to have different Meeting Preparation information depending on the type of meeting you are preparing for so we made the Meeting Preparation highly flexible and customizable on both the Meeting Type and the User Level (meaning Your Own template and for Your Team Members').
Similarly to the Meeting Summary Template, you can configure this by navigating to the Setup - Add New Meeting Type (or Edit existing Meeting Type) menu and scrolling down to the Configure Meeting Templates section. You can select the Template you want to edit and tick the 'Customize' checkbox to make adjustments to the default template or create your own from scratch.
If you would like to learn more about template customization, please navigate to this Help Article.
How to get the most out of meeting preparation
The AI Assistant uses the following data to prepare for meetings:
Results from previous meetings with the contact(s)
CRM data available for the contact(s)
The meeting description
To ensure the most comprehensive meeting preparation, make sure that the contacts of the upcoming meeting are added to Zocks, and they are linked to the related CRM contacts. This will provide all available information from past meetings and the CRM for the AI Assistant to prepare you for your upcoming meeting.