Best Practices: Optimizing Client Data Capture

Get the most value from Ping Assistant by following these best practices for capturing and organizing client information.

Before Meetings

Prepare Your Calendar

  • Use consistent meeting titles (include client name)
  • Invite all participants via email
  • Add meeting agenda in calendar description

Check Client Profiles

  • Verify contact information is up-to-date
  • Review previous meeting summaries
  • Note any outstanding action items

During Meetings

Let Ping Do the Work

  • Focus on the conversation, not note-taking
  • Speak clearly and at a moderate pace
  • Reference client names naturally in conversation

Capture Key Details

  • Important dates and deadlines
  • Client preferences and concerns
  • Follow-up commitments

After Meetings

Review and Enhance

  1. Read through the AI summary within 24 hours
  2. Add context or clarifications
  3. Tag action items to specific team members
  4. Link related documents or prior meetings

Sync to Your Workflow

  • Push summaries to Karbon, Financial Cents, or your PM system
  • Update task lists with action items
  • Schedule follow-up meetings

Email Assistant Tips

  • Enable email capture for client-facing addresses
  • Review captured emails weekly
  • Tag important threads for easy retrieval

Continuous Improvement

  • Use "Ask Ping" to test your data searchability
  • Consolidate duplicate client records quarterly
  • Train your team on consistent tagging practices