Turn the full vision into a testable Version One.
Define what Version 10 actually means, quantify the result, identify the resources already around you and choose the smallest working version that can prove the idea.
See a completed example
Meeting Recap OS
This uses the same questions as the worksheet below. The complete future is measurable; Version One is narrow enough to test with tools and people already available.
01 · Name and define Version 10
Meeting Recap OS
Every recorded client meeting is turned into a consistent set of reviewed outputs: a client recap, agreed actions, an internal decision record, CRM-ready tasks, relationship follow-ups, advisor coaching observations and reusable training insights. The system preserves the advisor’s judgment and routes each item to the right person.
Valuable decisions and client context disappear into transcripts, memory and scattered notes. Follow-up takes too long, tasks are missed, and the next advisor or teammate must reconstruct what happened.
Clients receive clearer follow-through. Advisors regain preparation and writing time. Service teammates receive complete instructions, and leadership can see recurring coaching and training needs.
02 · Quantify “done”
Within 24 hours of a meeting, the client receives an accurate recap and the team has a reviewed record of decisions, owners, due dates and next steps inside the systems they already use.
100+ meetings per month across the advisor team.
Roughly 30–45 minutes of manual recap and task work after a typical meeting, with inconsistent formats and follow-through.
A reviewed first draft in 10 minutes or less; client recap within 24 hours; every agreed action has an owner and due date.
Prove the workflow with one advisor first, then expand after 20 successfully reviewed meetings.
03 · Find the value
A clear client-ready recap that confirms what was discussed, what was agreed and what happens next.
An internal action and decision record that protects continuity when another teammate serves the client.
04 · Use what you already have
The advisor supplies judgment and final approval. An assistant or service teammate checks names, dates and action ownership. A team leader reviews recurring quality issues.
Version 1 does not require a developer. Later integration may require a CRM automation specialist and compliance review before outputs are routed automatically.
Meeting recordings or transcripts, ChatGPT, email and the existing CRM are enough to test the core workflow.
Later versions can connect the transcript source, CRM, task system and approved email templates. Those connections are useful only after the output is proven manually.
05 · Define Version One
Choose one completed meeting, remove sensitive data if required, run the structured prompt, review the outputs and record every correction.
Build and test the prompt, review checklist and two output templates with tools already owned. No custom software is needed for the first test.
Paste one meeting transcript into a structured prompt. Produce two outputs only: a client-ready recap and an internal action list. The advisor reviews both before anything is sent or stored.
Run Version 1 on five completed meetings. Track drafting time, corrections, missed actions and whether another teammate can understand the file without attending the meeting.
The advisor reviews instead of writing from scratch. Every action receives an owner. Meeting intelligence becomes reusable team context instead of staying in one person’s memory.
TEST MANUALLY
Name and define Version 10
Describe the finished outcome clearly enough that another person could recognize it.
Quantify “done”
Replace vague ambition with visible proof.
Find the value inside the vision
Version 10 may have twenty features. One or two probably create most of the value.
Use what you already have
Start with available people, skills and technology before designing a perfect new team or system.
Define the first working iteration
Create something real enough to use and small enough to begin.