Client-update emails: adding Hannah, and what counts as the annual review — 2026-06-10

Teams group chat of JT, Ryan Cook, and Jim Peters, 12:08 to 3:09 PM ET, running alongside the email thread of the same day. Seven messages; Ryan and JT spoke, Jim did not post.

Summary

• Ryan asked that Hannah be added to the Annual Client Update notification emails if JT removed himself, so she can update Redtail.
• JT decided to stay on the emails ("scared to break anything if I remove myself at this point") and add Hannah anyway; he had not been updating anything from the submissions, so Ryan should forward her the last few days' worth. Ryan had already sent them to her.
• 1:11 PM: "Hannah is added."
• Ryan asked whether more fields could be added to the form so clients fill in more of the compliance part and the team does less work.
• JT: the compliance form already does the job; the forms are sufficient to check the annual-client-review box. The hard part is getting something on file for every client to satisfy the compliance manual. The Smartsheet idea is speed: twenty short entries in a couple of minutes ("talked to the client two months ago"). He asked Ryan to call the next day to talk it through.

Decisions

• JT: stays on the notification distribution and adds Hannah rather than swapping himself out.
• JT: no new form fields; the existing compliance form is sufficient for the annual review checkbox.

They asked me for

• Ryan Cook: add Hannah to the notification emails. Status: done 2026-06-10, 1:11 PM.
• Ryan Cook: more form fields to shift compliance work to clients. Status: answered, not needed.

I asked them for

• Ryan Cook: a quick call the next day on the annual-review documentation approach. Status: open at window end.

Concerns and frustrations raised

• JT: removing himself from the workflow email might break it.
• JT: every client needs an annual-review entry to satisfy the compliance manual; "we can only do the best we can."

What they are focused on

• Ryan Cook: minimizing the compliance workload on his team; getting Hannah the emails.
• JT: coverage of the annual client review requirement across the whole book.

Doable / not doable / needs a decision

• Adding Hannah → done.
• More form fields → not needed; the form already satisfies the requirement.

Action items

Mine

• Add Hannah to the client-update notification emails — done 2026-06-10
• Call with Ryan on the annual-review approach — target 2026-06-11 — (Notion: not pushed)

Theirs

• Ryan Cook: forward Hannah the submissions from the past few days — done 2026-06-10 ("I just sent to her")

Suggestions for me

• Ryan reads "the compliance part" as work his team can offload; keep the answer framed as the Smartsheet form being the fast path, not an extra form.
• Hannah is the operational owner of Redtail updates for this team; route form-flow questions to her directly (see the Hannah record).

Notable quotes

"Jeff, if you take your name off of these emails...Please add Hannah to the email so she can update Redtail" — Ryan Cook "I'm scared to break anything if I remove myself at this point" — JT "Is there any other info that we can add to the form to fill MORE of the compliance part for us to do less work?" — Ryan Cook "The tricky part is we need to try to get something in for technically every client documenting an annual client review to satisfy the compliance manual." — JT