RCA Records
Weekly Operations Cadence
Meeting → Airtable → Visibility → Next Meeting
The full cycle in one week
The Week at a Glance
Mon
Prep
Auto
Goal Brief generates
Airtable surfaces: overdue actions, open Qs, this week's calendar
SYSTEM
5 min
Review + distribute
Scan the brief, add context if needed, send to attendees
MANUAL
Auto
Pre-meeting reminder
Teams ping: "Update your status before tomorrow"
SYSTEM
Tue
Pre-Meeting
Production Meeting
Tactical execution
Weekly. Release schedule, delivery status, operational items.
Auto
Pre-meeting reminder
Teams ping: "Active Projects tomorrow — update your status"
SYSTEM
5 min
Final brief review
Scan tomorrow's goal brief. Add any last context from today's Production Meeting.
MANUAL
Wed
Meeting
11am–1pm
Active Projects Meeting
Notes taken in standard format. AT→ tags added in real time or immediately after.
15–20 min
Airtable translation
Enter records: Calendar events, Update Log, Action Items, Dept Status changes
AT→
5 min
Meeting notes sent
HTML doc distributed to attendees + posted to GitHub
MANUAL
Thu
Check
Auto
Stale status reminder
"Your status for [Artist] hasn't been updated this week" → sent to inactive depts
SYSTEM
5 min
Demo updated
If any major status changes, push updated HTML to GitHub. Same URLs.
MANUAL
Auto
Open Q check
Any Outstanding Questions older than 7 days get flagged
SYSTEM
Fri
Digest
Auto
Weekly digest
Auto-generated summary: what moved, what's still blocked, what's due next week
SYSTEM
5 min
Action item check
Scan for overdue items. Anything unresolved auto-carries to Monday's goal brief.
MANUAL
Sat–Sun
 
—
System holds
Overdue items and open questions carry forward. Nothing resets.
Meeting → System → Visibility (Wednesday's Pipeline)
1
Meeting
11am–1pm
Notes taken in standard format. Decisions, actions, flags, open questions captured per artist.
~2 hours
→
2
Tag
Post-meeting
Add AT→ markers to each item. Calendar dates, Update Log entries, Action Items, Dept Status changes.
~5 min
→
3
Enter
Same day
Create records in Airtable. ~18 Calendar events, 11 Update Log records, 9 Action Items, 4 status flags.
~15 min
→
4
Distribute
Same day
Meeting notes posted to GitHub. Airtable records live. Automations fire (blocker alerts, status notifications).
~5 min
→
5
Next Brief
Next Monday
System auto-surfaces: overdue actions, open questions, next week's calendar. Goal brief pre-populated.
Auto-generated
Where Data Lives
🗣️
Meeting
Decisions are made
→
⬡
Airtable
Records are created
→
◉
Visibility
Everyone can see it
Meeting Notes (HTML)
Goal Briefs (HTML)
Transcripts (Teams)
Calendar · Update Log
Action Items · Dept Status
Artist Profiles · Releases
Artist Demo (GitHub)
Weekly Digest (Teams)
Next Goal Brief (auto)
What Updates When
After Each Meeting
Update Log — 1 record per artist
Calendar — new dates/events
Action Items — tasks + owners
Dept Status — blocker flags
Outstanding Qs — carry-forwards
Weekly (Departments)
Dept Status — per-release update
Action Items — mark complete
Partner Updates — new developments
5 min per release · 1× per week
Before Monday's reminder
As-Needed (Automations)
Blocker alerts — status → Blocked
Blocker resolved — Blocked → On Track
Stale reminder — 7 days no update
Phase advance — date-triggered
Zero manual effort
Runs in background
Meg Hourihan · RCA Records · March 2026