When a Client Emails 'Where Are We on X?' - How to Find the Answer Fast
When a Client Emails "Where Are We on X?" - How to Find the Answer Fast#
You can answer 80% of client status questions without bothering your CMO. Coppermind remembers what was discussed, decided, and promised - you just need to know how to ask it.
The Scenario#
A client emails: "Hey, where are we on the website redesign?" or "Did we finalize the Q3 budget?" or "What happened with that LinkedIn campaign?"
Before you forward this to your CMO (who's in back-to-back meetings), check Coppermind first.
Step 1: Switch to the Client#
"Switch to Acme Corp"Step 2: Search for What They're Asking About#
Use natural language. You don't need special syntax - just describe what you're looking for:
"What's the status of the website redesign?""What was decided about the Q3 budget?""What happened with the LinkedIn campaign?"Coppermind searches across all memories - meeting transcripts, quick notes, decisions, campaign outcomes - and returns the most relevant results.
Step 3: Check Specific Sources#
If the general search doesn't give you enough, dig deeper:
For project status - check the rocks:
"Show me the rocks for Acme"Rocks are quarterly goals. If the website redesign is a rock, you'll see its current status (on track, behind, done).
For campaign results - check campaign history:
"Show me campaign history for Acme"This pulls performance data, outcomes, and any metrics that have been logged.
For meeting context - check recent decisions:
"What decisions were made about the website redesign?""What did we discuss about this in the last meeting?"Step 4: Draft a Response#
Once you have the answer, you can draft a response that sounds like it came from the CMO:
"Draft a reply to the client about the website redesign status. Keep it brief and professional."Coppermind knows the client's brand voice and communication style. The draft will match the tone your CMO typically uses with this client.
Review before sending. Always read the draft and make sure the facts are accurate. If anything seems off or you're not sure, escalate to the CMO instead.
When to Answer vs. When to Escalate#
| Answer Yourself | Escalate to the CMO |
|---|---|
| Status updates on known projects | Strategic questions about direction |
| Confirming what was discussed | Requests that need CMO approval |
| Sharing timelines that were already committed | New asks that weren't previously discussed |
| Following up on promised deliverables | Anything involving budget changes |
| Resending documents or links | Complaints or dissatisfaction signals |
When in doubt, escalate. But include the context you found so your CMO can respond quickly:
"Hey [CMO], Acme is asking about the website redesign. Here's what I found in Coppermind: [paste the relevant memories]. Want me to draft a reply or are you handling this one?"
Common Search Patterns#
Here are phrases that work well for different types of questions:
| Client Asks | You Search |
|---|---|
| "Where are we on X?" | "What's the status of X for Acme?" |
| "Did we decide on X?" | "What decisions were made about X?" |
| "When is X happening?" | "What's the timeline for X?" |
| "Who's handling X?" | "Who is responsible for X at Acme?" |
| "What were the results of X?" | "Show me campaign history for X" |
| "Can you resend X?" | "Search for X document" or check saved outputs |
Tips#
- Search before you ask your CMO. 8 times out of 10, the answer is already in Coppermind.
- Check the date on memories. A decision from 3 months ago might have been superseded. Look for the most recent mentions.
- Use multiple searches if needed. Try different phrasings. "Website redesign" and "site overhaul" and "new website" might return different results.
- Log your response. After you send a reply, capture it: "Quick note: Responded to Acme's question about website redesign - shared current status and Q3 timeline." This way the CMO knows it was handled.
Related Guides#
- Morning Routine - catching these questions early in the day
- Tracking Action Items - when the answer involves a pending commitment
- Managing the CMO's Agenda - adding follow-up items to the next meeting
Ready to try this yourself?
Coppermind is free to start and runs inside Claude. Your first meeting prep will convince you.
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