beam-ai-team/1on1-prep

1on1 Prep

Generate a sharp prep sheet before a 1-on-1. Pulls open commitments, unresolved loops, and patterns from prior meetings so you walk in with a plan, not an improvisation.

When to use: 5-10 minutes before a 1-on-1 Time: ~2 minutes Output: 1-page prep sheet with opener, accountability check, and push topics Inputs: Prior transcripts, follow-ups, coaching reviews for that person

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Workflow

Step 1: Identify the Person

User: "prep my 1on1 with Brad"
→ Look in 04-workspace/ceo-office/1on1s/brad/

If no name: ask "Who's the 1-on-1 with?"

Step 2: Load Context

Pull from these sources in order:

1. Latest follow-up: 04-workspace/ceo-office/1on1s/{person}/followups/ — most recent file

   • Open commitments (yours and theirs)
   • Open loops
   • "Ask next time" question

2. Last 2-3 transcripts: 04-workspace/ceo-office/1on1s/{person}/transcripts/ — most recent 2-3 files

   • Topics covered, tone, recurring themes
   • Promises made — were they kept?

3. Latest coaching review (if exists): 02-projects/Beam/10-1on1-excellence/04-outputs/{person}/

   • Expert-flagged gaps
   • Top actions you were supposed to work on

Step 3: Generate Prep Sheet

═══════════════════════════════════════
1ON1 PREP — {Person}, {Date}
═══════════════════════════════════════

Last meeting: {date} ({days} days ago) | {1-line summary}

────────────────────────────────────────
🎯 OPEN WITH
────────────────────────────────────────

"{Specific opening question — based on their biggest
open commitment from last time. Not 'how are things?'
but 'Show me X that you committed to.'}"

Why this opener: {1 sentence — what it tests or unblocks}

────────────────────────────────────────
📋 ACCOUNTABILITY CHECK
────────────────────────────────────────

THEIR open commitments (from last meeting):
- [ ] {Commitment} — status: {Unknown/Overdue/Due}
- [ ] {Commitment} — status: {Unknown/Overdue/Due}

YOUR open commitments (from last meeting):
- [ ] {Commitment} — have you done this? {Yes/No/Partial}
- [ ] {Commitment}

💀 DEAD ITEMS (committed but never followed up):
- {Item from 2+ meetings ago that was never revisited}

────────────────────────────────────────
🔥 PUSH TOPICS
────────────────────────────────────────

1. {Topic to push on} — Why: {context from transcripts}
   → Ask: "{Specific question}"

2. {Topic to push on} — Why: {context}
   → Ask: "{Specific question}"

3. {Topic to push on} — Why: {context}
   → Ask: "{Specific question}"

────────────────────────────────────────
⚡ COACHING FOCUS (for yourself)
────────────────────────────────────────

Based on your last review/follow-up, focus on:
• {One behaviour to practice in THIS meeting}

Avoid:
• {One pattern to break — from prior coaching notes}

────────────────────────────────────────

Step 4: Save

Save to: 04-workspace/ceo-office/1on1s/{person}/preps/{date}-prep.md

If the preps/ subfolder doesn't exist, create it.

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Prep Sheet Guidelines

OPEN WITH

The opener is the most important line. It sets the tone for the entire meeting.

• Always accountability-first. Lead with their biggest commitment.
• Never open with small talk or "how are things." That's how 1-on-1s become status updates.
• Good: "Last time you said you'd pick the ONE product. What is it?"
• Good: "You committed to the product strategy doc. Show me."
• Bad: "So what's new?"
• Bad: "How's the team doing?"

ACCOUNTABILITY CHECK

• Pull ALL open commitments from the last follow-up
• Check: did YOU deliver on your commitments? Be honest. If you didn't, acknowledge it — don't just skip it.
• DEAD ITEMS are critical: things committed 2+ meetings ago that were never revisited. These are trust killers. Either close them or explicitly cancel them.

PUSH TOPICS

• Max 3. You won't cover more in a 30-minute meeting.
• Each needs a specific question, not a topic label. "Ask about hiring" is useless. "How many candidates in pipeline for head of ops? Show me the tracker." is useful.
• Prioritize: what has the highest impact if unblocked THIS week?

COACHING FOCUS

• Pull from the latest coaching review or follow-up notes
• ONE thing to practice, ONE thing to avoid
• This is for YOU, not for them. Private.
• Good: "Practice: set a deadline on every commitment before the call ends."
• Good: "Avoid: taking work onto yourself ('I'll figure out the makeup part')."
• Bad: "Be a better listener."

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How This Connects to Other Skills

BEFORE meeting:  1on1-prep     ← you are here
AFTER meeting:   1on1-followup ← capture commitments + coaching notes
WEEKLY/BIWEEKLY: 1on1-review   ← deep expert analysis

The prep skill feeds from follow-up outputs. The follow-up feeds into the next prep. The review catches patterns the cycle misses.

┌─────────┐     ┌──────────────┐     ┌─────────────┐
│  PREP   │────→│   MEETING    │────→│  FOLLOW-UP  │
│ (before)│     │  (the 1on1)  │     │  (after)    │
└────▲────┘     └──────────────┘     └──────┬──────┘
     │                                       │
     └───────────────────────────────────────┘
                    feeds into

         ┌─────────────┐
         │   REVIEW    │ (weekly/biweekly deep dive)
         │ (5 experts) │
         └─────────────┘

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Example

User: "prep my 1on1 with Brad"

AI: [Loads brad/followups/2026-02-05-followup.md]
    [Loads last 2 brad transcripts]
    [Loads brad coaching review if exists]

═══════════════════════════════════════
1ON1 PREP — Brad, 2026-02-10
═══════════════════════════════════════

Last meeting: 2026-02-05 (5 days ago) | ONE repeatable product, makeup/funnel

────────────────────────────────────────
🎯 OPEN WITH
────────────────────────────────────────

"Last time I asked you to pick the ONE workflow we sell
100 times. What is it? Show me the plan."

Why: This was the central commitment. If he doesn't
have it, nothing else matters.

────────────────────────────────────────
📋 ACCOUNTABILITY CHECK
────────────────────────────────────────

THEIR open commitments:
- [ ] Pick the ONE repeatable product — status: Unknown
- [ ] UNLEASH messaging/materials — status: Unknown
- [ ] Accenture finance/banking scoping — status: Unknown

YOUR open commitments:
- [ ] Landing page / funnel / "makeup" — have you done this?
- [ ] Chat about meetings to set up — did this happen?

💀 DEAD ITEMS: None (first follow-up cycle)

────────────────────────────────────────
🔥 PUSH TOPICS
────────────────────────────────────────

1. The ONE product — Why: Brad agreed but didn't explicitly
   name it. He drifted to "suite" thinking multiple times.
   → Ask: "Name it. One sentence. What do we sell 100x?"

2. UNLEASH prep — Why: Event date unknown, materials unstarted
   → Ask: "When is UNLEASH? What's ready? What's not?"

3. Pipeline — Why: Brad said most prospects are "middle of
   nowhere America." NYC is covered.
   → Ask: "How many meetings this week? Show me the list."

────────────────────────────────────────
⚡ COACHING FOCUS (for yourself)
────────────────────────────────────────

Practice: End every commitment with a deadline. Don't let
"I'll do it" fly without "by when?"

Avoid: Taking work onto yourself. Last time you said
"I'll figure out the makeup part." Push it down.

────────────────────────────────────────

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Micro-skill: Walk in with a plan. Open with accountability. Push on 3 things. Get out.