Meeting Title: AI Scoring System Weekly Sync Date: 2025-07-08 Meeting participants: Amber Lin, Casie Aviles, Mustafa Raja
WEBVTT
1 00:00:13.180 ⇒ 00:00:14.430 Amber Lin: Hi! Again!
2 00:00:18.150 ⇒ 00:00:19.140 Mustafa Raja: Hey!
3 00:00:19.720 ⇒ 00:00:23.130 Amber Lin: Yes, Hello! Let me know what.
4 00:00:23.310 ⇒ 00:00:35.419 Amber Lin: how you guys want this meeting to go. If there’s anything that say needs my review needs my input. We can use this meeting time to talk about it.
5 00:00:36.110 ⇒ 00:00:43.469 Amber Lin: I said it as a recurring weekly meeting. I don’t know if we need 30 min, or if we need more
6 00:00:43.920 ⇒ 00:00:46.659 Amber Lin: But I’ll let you guys lead.
7 00:00:48.360 ⇒ 00:00:48.680 Casie Aviles: Okay.
8 00:00:48.680 ⇒ 00:00:49.230 Mustafa Raja: Okay.
9 00:00:50.190 ⇒ 00:00:52.440 Casie Aviles: Do you have anything? Mustafa?
10 00:00:52.950 ⇒ 00:00:56.429 Mustafa Raja: Yeah, only the only the thing that we discussed the other day.
11 00:01:01.340 ⇒ 00:01:06.770 Casie Aviles: Okay, so do, are we going to discuss that here or.
12 00:01:07.980 ⇒ 00:01:09.960 Mustafa Raja: Yeah, let me share my screen.
13 00:01:10.950 ⇒ 00:01:12.200 Casie Aviles: Okay? Then I can.
14 00:01:13.126 ⇒ 00:01:16.830 Casie Aviles: I can go next with, you know, for the AI stuff.
15 00:01:17.100 ⇒ 00:01:18.340 Casie Aviles: AI scoring.
16 00:01:19.410 ⇒ 00:01:20.370 Mustafa Raja: Okay, okay, okay?
17 00:01:28.010 ⇒ 00:01:29.110 Mustafa Raja: Oh.
18 00:01:37.500 ⇒ 00:01:39.857 Mustafa Raja: so for so for this,
19 00:01:42.130 ⇒ 00:01:45.529 Mustafa Raja: let me actually open up the demo.
20 00:02:00.690 ⇒ 00:02:01.670 Mustafa Raja: Yeah.
21 00:02:03.350 ⇒ 00:02:10.909 Mustafa Raja: yeah. For the for the email summary thing. utham want we wanted to actually connect the
22 00:02:11.100 ⇒ 00:02:12.540 Mustafa Raja: client hubs.
23 00:02:14.028 ⇒ 00:02:29.020 Mustafa Raja: We see that these these these for these meetings are actually follow ups on on the leads and not clients, right? So so there’s there would be no need. For what’s it called?
24 00:02:29.711 ⇒ 00:02:32.470 Mustafa Raja: Adding the client hubs, because
25 00:02:33.040 ⇒ 00:02:35.611 Mustafa Raja: yeah leads and not clients. Right?
26 00:02:36.040 ⇒ 00:02:36.680 Amber Lin: Yeah.
27 00:02:37.020 ⇒ 00:02:47.330 Mustafa Raja: Yeah. And so Utham said this on that client for client and oops.
28 00:02:47.920 ⇒ 00:03:01.110 Amber Lin: Yes, client related. Follow ups, I think. Actually let me open that ticket and we can keep. We can write everything in there because I don’t think, for I think
29 00:03:01.350 ⇒ 00:03:08.590 Amber Lin: my client follow ups are not meeting specific because I have. I have stuff
30 00:03:09.882 ⇒ 00:03:16.059 Amber Lin: throughout throughout the week. So I think.
31 00:03:16.400 ⇒ 00:03:27.190 Amber Lin: for each meeting. I think it might be helpful if I just have one generic template. Okay, let me find this ticket. This is 3, 51
32 00:03:27.910 ⇒ 00:03:31.940 Amber Lin: a. I 3, 51
33 00:03:40.820 ⇒ 00:03:53.850 Amber Lin: think here. So we’ll say, sales follow up. Agents don’t really need client hubs.
34 00:03:57.500 ⇒ 00:04:22.490 Amber Lin: Client specific meetings can have one generic summary email with items discuss blockers, action. I dumbs.
35 00:04:22.720 ⇒ 00:04:23.950 Amber Lin: etc.
36 00:04:34.770 ⇒ 00:04:50.100 Amber Lin: So that’s I. I put it at the bottom for comments. So for each meeting. All I need. If you guys want to do this, I would say, this is more of a medium to low priority.
37 00:04:50.210 ⇒ 00:04:54.519 Amber Lin: If you guys want to do this. This is just one.
38 00:04:55.990 ⇒ 00:04:56.370 Mustafa Raja: Oh, yeah.
39 00:04:56.370 ⇒ 00:05:08.440 Amber Lin: Generic templates for for all meetings, mutual priority.
40 00:05:09.030 ⇒ 00:05:19.450 Amber Lin: And then I think, what’s more helpful for me is what you guys currently already have is the one in slack that sends weekly summaries.
41 00:05:19.630 ⇒ 00:05:20.350 Mustafa Raja: Yeah.
42 00:05:20.700 ⇒ 00:05:23.569 Amber Lin: That that is really really helpful for me.
43 00:05:23.570 ⇒ 00:05:24.260 Mustafa Raja: Okay.
44 00:05:24.420 ⇒ 00:05:29.780 Mustafa Raja: Okay, let me know if you want to change any of the format of those.
45 00:05:30.670 ⇒ 00:05:40.169 Amber Lin: Yeah, I sent. I think I sent one more. I think I sent a reply last week for the ones that I used
46 00:05:40.900 ⇒ 00:05:47.140 Amber Lin: in the channel it can also put them.
47 00:05:47.500 ⇒ 00:05:50.939 Casie Aviles: Altogether. I think I added, Casey, I forgot.
48 00:05:50.940 ⇒ 00:05:53.429 Casie Aviles: Yeah, yeah, I think he tagged me.
49 00:05:53.730 ⇒ 00:05:57.140 Casie Aviles: But Mustafa was mainly the guy who.
50 00:05:57.140 ⇒ 00:05:57.550 Mustafa Raja: This one.
51 00:05:57.550 ⇒ 00:05:58.959 Casie Aviles: Created this workflow.
52 00:05:59.328 ⇒ 00:06:07.440 Amber Lin: I see. Yeah, it was just I just copy and pasted the one I actually sent out. I know there’s a
53 00:06:07.750 ⇒ 00:06:10.210 Amber Lin: we have a notion with
54 00:06:10.760 ⇒ 00:06:25.049 Amber Lin: communication templates or communications that me and Utam sent out that we did like. So I’ll find that database for you, and then I can also put those there. I think that would be pretty helpful.
55 00:06:25.050 ⇒ 00:06:28.160 Mustafa Raja: Okay, okay, I see. I see this is the message. Right?
56 00:06:29.330 ⇒ 00:06:32.449 Amber Lin: Yes, so the one at the bottom. Yes.
57 00:06:32.720 ⇒ 00:06:44.489 Mustafa Raja: Okay, okay, I’ll I’ll look into. I’ll look into this. As as for the feedback of this and I’ll and and I’ll try to update this to facilitate
58 00:06:44.630 ⇒ 00:06:46.429 Mustafa Raja: you more. Thank you.
59 00:06:46.430 ⇒ 00:06:47.010 Amber Lin: Hmm.
60 00:06:48.190 ⇒ 00:06:50.549 Mustafa Raja: Yeah, I guess this will. This will be it for me.
61 00:06:51.093 ⇒ 00:06:53.520 Mustafa Raja: I just needed more clarity on this ticket.
62 00:06:53.960 ⇒ 00:06:59.670 Amber Lin: Yeah, I think that’s a good. I think sales follow up. Don’t need
63 00:07:00.580 ⇒ 00:07:11.000 Amber Lin: like it’s not sales follow up, for I think the title is a little bit confusing. There’s sales calls and non sales calls, and like, I don’t. I don’t need anything for sales calls.
64 00:07:11.360 ⇒ 00:07:12.020 Mustafa Raja: Okay.
65 00:07:12.390 ⇒ 00:07:14.749 Mustafa Raja: Yeah. Okay. Okay, okay. Thank you.
66 00:07:15.720 ⇒ 00:07:16.360 Amber Lin: Of course.
67 00:07:17.990 ⇒ 00:07:18.610 Casie Aviles: Okay,
68 00:07:26.730 ⇒ 00:07:32.029 Casie Aviles: yeah. Okay. So I’ll go and share my screen next.
69 00:07:32.760 ⇒ 00:07:33.420 Amber Lin: And.
70 00:07:40.390 ⇒ 00:07:43.009 Casie Aviles: alright, I have to send a request to share.
71 00:07:43.550 ⇒ 00:07:47.020 Amber Lin: Yeah, yeah, I think you should be able now just changed it.
72 00:07:49.860 ⇒ 00:07:55.210 Casie Aviles: Okay, okay, yeah. So I just have this ticket.
73 00:07:56.110 ⇒ 00:08:03.270 Casie Aviles: And this is one of the things that Uton shared. Where? We want to start scoring our meetings.
74 00:08:03.370 ⇒ 00:08:10.820 Casie Aviles: since we already generate summaries for them. So the next step would be to
75 00:08:11.070 ⇒ 00:08:23.790 Casie Aviles: add, like an AI, that scores these meetings, and I think what I what would be very helpful is for to have, like the perspective of the Pm. Side on like
76 00:08:24.760 ⇒ 00:08:27.730 Casie Aviles: I guess how we want to
77 00:08:28.000 ⇒ 00:08:32.060 Casie Aviles: score the meetings. So I listed.
78 00:08:33.830 ⇒ 00:08:43.579 Casie Aviles: okay, I’m not sure which is the best to show you here. But yeah, I think, yeah, this one. So I I need I? I just I listed all these things that would be
79 00:08:44.532 ⇒ 00:08:46.260 Casie Aviles: great if we could
80 00:08:46.810 ⇒ 00:08:57.819 Casie Aviles: decide how we want to do this like, for example, the 1st one we have our scoring dimensions, and then we have we have these 4, 5 dimensions like
81 00:08:57.950 ⇒ 00:09:03.424 Casie Aviles: focus decision making owner clarity, strategic value and redundancy.
82 00:09:04.170 ⇒ 00:09:07.923 Casie Aviles: so like, how do we feel about these dimensions?
83 00:09:09.366 ⇒ 00:09:15.669 Casie Aviles: do you think we could? You know we could start with this? with these dimensions? Or is there anything that
84 00:09:16.080 ⇒ 00:09:20.560 Casie Aviles: I guess feels off, or something missing? Yeah.
85 00:09:22.270 ⇒ 00:09:23.550 Amber Lin: Let’s see.
86 00:09:25.550 ⇒ 00:09:27.100 Amber Lin: Draw past.
87 00:09:27.720 ⇒ 00:09:35.200 Amber Lin: Yeah, I I know that Alex replied. For a bit.
88 00:09:35.530 ⇒ 00:09:38.800 Amber Lin: He let’s see.
89 00:09:40.630 ⇒ 00:09:42.930 Amber Lin: Diagnose.
90 00:09:46.640 ⇒ 00:09:58.610 Amber Lin: he said. High level. I think one score one to 5 only sounds helpful if you define what numbers, what each number means, and you take time to diagnose low scoring meetings.
91 00:10:01.090 ⇒ 00:10:07.370 Amber Lin: Yeah, I do think it could be maybe we have
92 00:10:08.530 ⇒ 00:10:12.139 Amber Lin: 2. So this is for each meeting, right?
93 00:10:13.271 ⇒ 00:10:16.888 Casie Aviles: Yeah, that was the idea. But then also, Alex
94 00:10:17.720 ⇒ 00:10:25.980 Casie Aviles: floated the idea of like, maybe we shouldn’t score each meeting. Maybe we should do like an aggregate, for, like a weekly
95 00:10:26.540 ⇒ 00:10:29.390 Casie Aviles: aggregated score for for the meetings.
96 00:10:37.160 ⇒ 00:10:39.200 Amber Lin: planning strategy.
97 00:10:40.780 ⇒ 00:10:51.260 Amber Lin: Yeah, I could say, I could speak for my project management meetings. So what what ticket number is this, i’ll write the notes down.
98 00:10:51.420 ⇒ 00:10:53.400 Casie Aviles: AI, 3, 6, 1.
99 00:10:53.600 ⇒ 00:10:56.370 Amber Lin: Okay. 8. 0, 3, 6, 1.
100 00:10:57.260 ⇒ 00:11:05.970 Amber Lin: Okay, so I’ll I’ll write down the type of meetings I have stand ups.
101 00:11:07.450 ⇒ 00:11:21.749 Amber Lin: Planning retro grooming. Also meetings with stakeholders, and then internal meetings.
102 00:11:26.980 ⇒ 00:11:29.479 Amber Lin: Those are the meetings we have.
103 00:11:34.750 ⇒ 00:11:35.460 Casie Aviles: Okay.
104 00:11:35.650 ⇒ 00:11:43.500 Amber Lin: Redundancy. Yeah, I’m sorry that doesn’t inform you much. Which meetings get scored.
105 00:11:46.520 ⇒ 00:11:48.730 Amber Lin: I think in terms of
106 00:11:49.140 ⇒ 00:12:04.230 Amber Lin: stand ups. It could be helpful to get it aggregate. I’m just thinking in terms of development. It might take more time for you guys to aggregate scoring based on if it’s called stand. I don’t know.
107 00:12:05.270 ⇒ 00:12:09.350 Casie Aviles: No, yeah, yeah. I that more difficult to do.
108 00:12:11.796 ⇒ 00:12:19.390 Casie Aviles: Hmm, I think I mean, it’s a lot faster to just to do each meeting. But.
109 00:12:19.570 ⇒ 00:12:20.340 Amber Lin: Right.
110 00:12:20.700 ⇒ 00:12:26.070 Casie Aviles: Yeah, because we already, we’re basically just gonna add another step. And then, just, you know, give this prompt
111 00:12:26.640 ⇒ 00:12:28.420 Casie Aviles: based on what we define.
112 00:12:28.710 ⇒ 00:12:46.329 Amber Lin: Yeah, because we currently we’re already give meeting summaries. Like, I, I guess I want to. It, will. It probably will be pretty fast for you guys to just add a scoring rubric for for each of those meetings summaries that they will send
113 00:12:47.359 ⇒ 00:13:08.220 Amber Lin: and then, based on that, I can tell you like after this week of it, sending Summary sending ratings, I can say, this is a good rating that’s not like this was helpful, that was not, and then we can edit it because I never got any per meeting rating, so I wouldn’t know
114 00:13:08.360 ⇒ 00:13:09.750 Amber Lin: how that goes.
115 00:13:11.795 ⇒ 00:13:12.350 Casie Aviles: Okay.
116 00:13:12.350 ⇒ 00:13:13.150 Amber Lin: Yeah.
117 00:13:15.650 ⇒ 00:13:16.350 Casie Aviles: Okay.
118 00:13:16.590 ⇒ 00:13:19.689 Amber Lin: Yeah, we can just have something. And then and then.
119 00:13:19.690 ⇒ 00:13:21.510 Casie Aviles: Start, small first.st
120 00:13:22.710 ⇒ 00:13:30.459 Amber Lin: Yeah, so do we have to find one to 5 with one to 5 means.
121 00:13:32.520 ⇒ 00:13:41.360 Casie Aviles: Yeah, I. But I I think, yeah, we we could do like one to 3 is considered bad, and then 4 to 5 is good.
122 00:13:41.700 ⇒ 00:13:52.159 Amber Lin: Yeah, I agree. I just think what what goes into those scores. I I think that was what you were asking me, too. So I also don’t know how to.
123 00:13:52.160 ⇒ 00:13:52.980 Casie Aviles: Oh, okay.
124 00:13:52.980 ⇒ 00:14:02.740 Amber Lin: How to score a how to score a project management ritual meeting.
125 00:14:02.970 ⇒ 00:14:07.340 Amber Lin: What factors should I consider?
126 00:14:11.140 ⇒ 00:14:13.769 Amber Lin: Okay, let’s see what AI tells me
127 00:14:14.170 ⇒ 00:14:19.260 Amber Lin: like on the back of my head. There’s like time spent, how people are engaged.
128 00:14:24.360 ⇒ 00:14:27.470 Amber Lin: preparation, participation
129 00:14:30.520 ⇒ 00:14:33.890 Amber Lin: follow through owners to find energy
130 00:14:37.720 ⇒ 00:14:41.100 Amber Lin: iteration and feedback.
131 00:14:43.150 ⇒ 00:14:50.289 Amber Lin: Okay, I like that. I’m gonna put that in the. I’ll put it in the comments.
132 00:14:51.170 ⇒ 00:14:51.970 Casie Aviles: Oh, okay.
133 00:15:04.070 ⇒ 00:15:08.479 Casie Aviles: yeah, it doesn’t have to be these, these 5. These are just also AI generated like.
134 00:15:08.480 ⇒ 00:15:12.370 Amber Lin: Yeah, I know. I know how we all work.
135 00:15:14.641 ⇒ 00:15:31.080 Amber Lin: Okay. Key factors for meeting type. Okay, great Demos. Friday rituals, sprint planning thresholds, grooming.
136 00:15:47.270 ⇒ 00:15:47.910 Casie Aviles: Okay.
137 00:15:48.940 ⇒ 00:15:51.159 Amber Lin: Yeah, I’ll add one to.
138 00:15:58.810 ⇒ 00:16:04.680 Casie Aviles: Okay, yeah, I I like having also a qualitative output.
139 00:16:04.680 ⇒ 00:16:05.390 Amber Lin: Yeah.
140 00:16:05.390 ⇒ 00:16:08.754 Casie Aviles: On top of the the numbers, so.
141 00:16:14.690 ⇒ 00:16:15.740 Casie Aviles: Okay.
142 00:16:19.010 ⇒ 00:16:21.510 Amber Lin: Like there’s more specific
143 00:16:21.640 ⇒ 00:16:31.269 Amber Lin: outcomes for each meeting type. I think the 1st one is more like a general. How meetings go?
144 00:16:39.440 ⇒ 00:16:44.460 Amber Lin: Oh, gosh! It just gets more and more complicated. So I think, of course.
145 00:16:44.460 ⇒ 00:16:57.739 Amber Lin: one is good to start. I’ll see what it gives me for the other things. But do we have anything on the agenda we we also want to discuss. I don’t want this to take all the time, because I can prepare this Async.
146 00:16:58.090 ⇒ 00:16:59.202 Casie Aviles: Yeah, yeah, that’s sure
147 00:16:59.959 ⇒ 00:17:05.130 Casie Aviles: yeah. Other than that, I guess. It will also be nice to like,
148 00:17:06.089 ⇒ 00:17:08.490 Casie Aviles: know? Like, how do we want to?
149 00:17:10.420 ⇒ 00:17:17.500 Casie Aviles: like, where does this score go like? Do we want it to notify you on a slack channel? And then
150 00:17:17.609 ⇒ 00:17:24.080 Casie Aviles: it it should it be, you know. Oh, yeah, there’s also here, like who reviews our apps on that. I guess
151 00:17:25.839 ⇒ 00:17:30.290 Casie Aviles: we could start with just your meetings. I guess if that’s okay.
152 00:17:31.667 ⇒ 00:17:47.189 Amber Lin: Yeah, like, I don’t mind. I think all of the meetings I I have recorded are just free for you guys to use where will we send that? Maybe in, you know, currently, it sends summaries to the team channels. I think they’re really, really.
153 00:17:47.190 ⇒ 00:17:47.720 Casie Aviles: It can be.
154 00:17:47.720 ⇒ 00:18:06.569 Amber Lin: Maybe there could be another review just under each meeting summary, and that could tag me. Or if, even if it doesn’t tag me, I’ll still go look at it, but it probably is easier if it tags me, because then I have to look at it to get rid of the bubble. So I actually go look at it.
155 00:18:07.080 ⇒ 00:18:11.409 Casie Aviles: Okay, yeah. So we we want, yeah, discourse.
156 00:18:12.010 ⇒ 00:18:21.650 Casie Aviles: As we reply to each meeting, summary, Doc, phone number, okay.
157 00:18:26.080 ⇒ 00:18:31.799 Casie Aviles: Hmm, okay, so I think, yeah, this is something I can start working on
158 00:18:32.695 ⇒ 00:18:37.579 Casie Aviles: for this. We could just do this for all meetings in general, for now right.
159 00:18:38.330 ⇒ 00:19:02.399 Amber Lin: Yeah, just do it for General. I can cause. I’m also teaching Rico about project management. I can get specifically for each of the sessions what it actually means. I can compile that later, and then I can give it to you, because then it requires you to identify what it says what this meeting was for, and then apply the specific template. I think that will take a lot more time.
160 00:19:02.860 ⇒ 00:19:04.240 Casie Aviles: Yeah, definitely.
161 00:19:06.760 ⇒ 00:19:07.800 Amber Lin: Okay. Okay.
162 00:19:07.800 ⇒ 00:19:17.490 Amber Lin: yeah, I think that’s something we can aim for in next meeting. If there’s nothing like really urgent that comes up, we can see how, if we can have it specifically for
163 00:19:19.270 ⇒ 00:19:28.099 Amber Lin: for each meeting type. But I would love to see the weekly summary improved. I use that. It saves me a lot of time.
164 00:19:29.210 ⇒ 00:19:29.980 Casie Aviles: Okay? Yeah.
165 00:19:30.620 ⇒ 00:19:32.790 Casie Aviles: Oh, week weekly summary. You mean the one.
166 00:19:33.643 ⇒ 00:19:34.150 Casie Aviles: The email.
167 00:19:35.630 ⇒ 00:19:36.150 Amber Lin: Yeah.
168 00:19:36.150 ⇒ 00:19:36.800 Casie Aviles: Okay.
169 00:19:37.070 ⇒ 00:19:41.989 Mustafa Raja: Yeah, I’ll go look at the feedback, and I’ll see what we can cook up.
170 00:19:43.140 ⇒ 00:19:44.339 Amber Lin: Yeah. Go ahead.
171 00:19:44.480 ⇒ 00:19:45.130 Mustafa Raja: Okay.
172 00:19:45.970 ⇒ 00:19:52.240 Casie Aviles: Alright, I think, yeah, this is good enough for an Mvp, so I think, yeah, thanks a lot. Amber for the input.
173 00:19:52.950 ⇒ 00:19:55.219 Amber Lin: Of course. We’ll meet next week.
174 00:19:55.800 ⇒ 00:19:56.470 Casie Aviles: Okay.
175 00:19:57.420 ⇒ 00:20:00.080 Amber Lin: Alrighty bye, all.
176 00:20:00.260 ⇒ 00:20:00.950 Mustafa Raja: Bye-bye.
177 00:20:01.730 ⇒ 00:20:02.370 Casie Aviles: Thank you.