Before you begin
Use the account and records authorized for your task.
Choose one workflow that the people attending can explain from start to finish. An owner or manager should join who can confirm priorities and identify who approves access or commercial decisions.
Prepare a short workflow note
Describe the trigger, completed output, roles, systems, and the point where work waits or needs repeated checking. Use an anonymized example. For a healthcare workflow, name the market and type of role so regional and facility requirements are not confused.
Bring the measurement question
State what you want to learn, such as whether recruiters can review candidate replies with less repeated lookup. If you have a baseline, describe its output definition, dates, counts, and recruiter hours. If you do not, say which records could support one. An estimate is not a measured result.
List the setup questions
Identify the external systems, access owners, participating roles, and required data flow. Bring a technical contact when a connection is central to the workflow. Do not send credentials, candidate files, or private customer records with the booking.
Record what needs agreement
Ask the review participants to identify a proposed scope, deliverables, responsibilities, pricing inputs, and a next decision. Confirm any later pilot dates, fees, access, or service commitments in writing. The preparation note is a discussion aid, not a purchase or implementation agreement.
Use the workflow-review booking page when your team and task are identified.
Bring one example of the handoff
Use a fictional or approved anonymized example to show where work starts, what the recruiter checks, and what another person needs next. Identify the unanswered question or repeated lookup that makes the handoff difficult. Keep the example focused enough for the participants to inspect during the discussion.
List the information that is available today and the information that would require additional access or setup. If an external connection is essential, name its technical owner and intended direction of data flow. A proposed connector should remain a scoping question until support and availability are confirmed.
Leave with named follow-ups
Ask the participants to identify who will resolve each open question and what evidence they need. Keep a proposed pilot scope separate from approved dates, fees, or service commitments. If measurement records are incomplete, agree how a baseline could be established before making a result claim. Store the meeting note and any customer approval privately, then use the pilot-preparation checklist for the next agreed step.
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