02 — TERMINOLOGY: 1:1 Recap
Locked vocabulary. These terms have specific meaning.
Terms Used in This Kit
| Term | Meaning | NOT This |
|---|---|---|
| Transcript | Raw .txt or .vtt speech-to-text from the session | Not a relay recap, not a JSON, not session notes |
| Recap email | The Gmail draft sent to the client after the session | Not the AOS cascade advisory email. Not a session recap for a coachee. |
| Personal recap | The full .md notes document — Kathryn's private record | Not for the client. Not shareable. |
| Action item | A specific commitment made during the session | Not a general to-do, not aspirational |
| Reference data | The canonical file with correct spellings, names, tools, and transcript overrides | Not the member file. The single source of truth for proper nouns. |
Cadence Vocabulary by Program (LOCKED)
Each program has fixed weekday meanings. The cohort reference data is the source of truth — but it loads here as kit-level locked terminology because conflation is a recurring failure mode. Do not write a cadence reference in the email or .md without verifying against this table or the cohort reference data's terminology section.
| Program | Day | Meaning | Don't conflate with |
|---|---|---|---|
| TPC | Monday | Momentum Monday — group call | co-working (Thursday) |
| TPC | Thursday | Co-working — drop-in working session | Momentum Monday (Monday) |
| (other programs) | — | See cohort reference data | — |
If a cadence reference appears in the close or anywhere in the email, the source is either (a) this table, (b) the cohort reference data terminology section, or (c) a transcript-extracted specific. No fourth source. "Talk Monday at coworking" fails because it conflates (a) — never write that combination.
Forbidden Terms (in the recap email)
| Term | Why | Use Instead |
|---|---|---|
| Great session | Generic opener that fits any call with any client | Reference a specific moment or outcome |
| You showed up | Coaching language — narrates behavior | State what happened |
| I'm proud of | Coaching language — positions advisor above client | Don't say it |
| That's exactly the kind of | AI tell — sounds generated | State the observation directly |
| You're building real momentum | Motivational framing — LinkedIn comment energy | Don't say it |
| Keep it up | Generic encouragement | Don't say it |
| Just a quick recap | Undersells the email | Don't frame it that way |
| I want to highlight | AI tell unless genuinely introducing a quote | State the thing directly |
| And that's important because | Over-explains | Let the statement stand |
| PMS (as acronym) | Spell out "practice management software" every time | Never abbreviate to PMS |
Name Shorthand (for Tracy's staff)
When a client has multiple staff members sharing a first name, use initial-of-last-name shorthand in both the recap email and the personal .md:
- Laura R (Laura Riddell) — database, missing-info tracking
- Laura O (Laura Olighan) — data entry
Full names live in the reference data file. Recaps use the shorthand because that's how Kathryn writes.
Voice States
| State | What It Sounds Like | When |
|---|---|---|
| Peer-collegial | Two business owners talking. Direct. Specific. | Default — every recap email |
| Factual reporting | States what happened without grading it | Wins, What We Covered |
| Actionable | Specific enough to act on without re-reading the transcript | Action items |
| Warm close | Short, factually encouraging, tied to something real from the call | Closing line only |
Subject Line — Locked Format
Meeting recap - [M-DD-YYYY]
- Single hyphen with spaces around it
- Date format: M-DD-YYYY (no leading zero on month)
- No topic, no client name in the subject — the body opens with context
Sign-Off — Locked
Talk soon,
KathrynThen the standard signature block. No "Hope this helps," no "Cheers," no "Best."