2 Open the Monday view on the shared screen

Rhys selects Morning Meeting in the menu 1, then Full screen 2. Today’s view opens by itself: Monday 9 November, company, Interest and Offers, chair Rhys Calloway; Another day opens any other meeting day. The note says the no-contact threshold changed last week, and Mill Pond is left out because it is On Hold · Parked.

3 Read the Primary view, deadlines first

The board fills the room’s screen. Rhys goes down the rows by next deadline: Heron Fields’ action is 3 days overdue and Carried over; Church Farm shows the stalled badge of its Legals rule, the land contract draft 14 days late, and Lea Bridge Works the No contact badge with the threshold applied. Rhys presses Church Farm’s Deal Health badge 1: the popover lists the score’s inputs, each weighted by the Admin, with the formula still to be agreed [?Q-001].

4 Update a carried-over action on the Site

Rhys clicks the Heron Fields row 1 and its live actions open in place, grouped by function, Primary first. On Dana’s action Rhys sets Status to In Progress 2, moves the deadline to Wed 11 Nov 3 and saves 4. The action reads “updated by Rhys Calloway on behalf of Dana Whitfield”, keeps its original deadline of Fri 6 Nov with its slip in amber, and stays carried over until closed; Back to board 5 returns to the list.

5 Close one action and add a new one

On Church Farm Rhys closes “Send the offer review to the landowner” on Dana’s word 1; it is recorded closed on time, Mon 9 Nov, on Dana’s behalf. Rhys then presses Add action 2, fills in the description 3, the function 4, the owner 5, the due date 6 and Primary 7, and saves 8. The new action stands on the row and the tiles are recounted.

6 Walk the Interest, Construction, Legals and Under Offer tabs

Rhys selects Interest 1: the Sites with live buyer interest, their offers side by side with % of GDV and grade, and the next action per Site; on Heron Fields, a Land deal, % of GDV stays grey [?Q-027]. Rhys then walks Construction 2, Legals 3 and Under Offer 4: the tender and CSA clocks, the critical dates with the oldest outstanding item, and Heron Fields. Every row opens the Site’s live actions in place.

7 Open the Weekly Regional Review

Jamie selects Regional › Weekly review 1, region South & West, week of Mon 9 Nov 2. The week is open: the section tabs and the counts (Open actions 7, No movement 14+ days 1), and per Site its priority, weekly status, this week’s line beside last week’s, the next action with owner and due date, and last progress, amber at 7 days and red at 14.

8 Set the weekly status and write what changed

For each Site Jamie sets the priority 1 and the weekly status 2, then writes one line on what changed 3. On Orchard Lane: “Offer accepted; Heads of Terms drafted for the buyer.”, beside last week’s line. Mill Pond, On Hold · Parked, sits in the Parked section with its ageing paused and is skipped by the checks.

9 Mark the Hotlist

Jamie switches on Hotlist on Hatch Farm 1. The Hotlist chip appears on the row and Hatch Farm is listed under the Hotlist tab. Only what the regional lead marks is on the Hotlist; no rule fills it [?Q-012].

10 Answer the checks needing an explanation

The panel flags Hatch Farm: On track with no movement for 14+ days, last progress 22 Oct, 18 days ago. Jamie writes its line 1 (or would set the status to At risk). The panel reads 1 of 3 flagged and Needs a line until the line is saved; then the flag clears and the other two checks read Clear.

11 Lock the week

At the end of the review Jamie presses Lock week 1 and then Lock 2 in the confirmation, which would list any entry still flagged without a line; it warns and does not block. The badge Locked · Mon 9 Nov, by Jamie Morgan appears: the week’s record is frozen while the live Site records move on.

12 Friday 13 Nov: the weekly partner pack

System, then Rhys: at 07:00 the one-page pack of movement, slippage and fees won is drafted from the same records, figures from the records and the text with its source; Rhys gets the weekly pack letter. Rhys opens it from Pending proposals, Drafted · waiting for your approval, edits it if needed and presses Approve and send 1. It goes from Rhys’s mailbox to the recipients set for the pack and shows as sent, version 2.

13 Alternative: a locked week correction

Alternative: last week’s record, locked Mon 2 Nov, has Kingsmead On track, but the buyer’s solicitor went quiet on 30 Oct. On Wed 4 Nov Jamie opens Last week · locked 1, presses Record adjustment 2, picks At risk 3, writes the reason 4 and saves 5. The row shows On track struck through beside At risk with the adjustment, its reason, author and date; there is no Unlock.

14 Alternative: locking with entries unexplained

Alternative: Jamie locks while Hatch Farm, still flagged, has no line. The confirmation lists it and warns; Jamie presses Lock 1 and the lock goes through. The week shows Locked with “1 unexplained” beside it.

15 Alternative: a skipped review

Alternative, system: South & West did not meet, so Jamie was warned and the week was locked automatically at the cut-off the Admin set. The week reads Locked at cut-off, with the flagged entry unexplained beside it. A week left unlocked is shown at the next review and locked with it.

16 Alternative: the regional lead is out

Alternative: Jamie is out and South & West has no deputy named, so the duty routes to a Partner / MD. Rhys runs the review and presses Lock week 1; the entry records “Regional lead: Jamie Morgan (out) · run by Rhys Calloway”.

17 Alternative: two people change the same action

Alternative: Dana changes the Heron Fields action from a laptop at 09:14 while Rhys edits it on the screen. Rhys’s save first shows “Dana Whitfield changed this at 09:14” with Dana’s change; Rhys applies the edit after Dana’s 1, and both stay in the history.

18 Alternative: an action goes overdue

Alternative, system: when an open action’s due date passes, its owner alone is told once by the overdue letter; here Dana, for the Heron Fields action due Fri 6 Nov. On the board its slip shows amber from the first day and turns red once it is 14 days past the original deadline, from Fri 20 Nov.

19 Alternative: the pack is not drafted, or is rejected

Alternative: with AI off since Thu 12 Nov the Friday pack is marked Not drafted with the reason, listed for Run now 1, and Rhys is told. Had it been drafted and Rhys pressed Reject, it would stay a draft with Rhys’s reason.

20 Alternative: the meeting was recorded in Teams

Alternative: the meeting was recorded in Teams. The proposed Site updates from the transcript wait in Pending proposals, each with its source line and confidence; nothing changes until Rhys approves 1 or discards 2 each one. The full path is in the flow “An email or a meeting becomes a record update”.