Capability template for leadership
Executive situation brief
Before a conversation that matters, with a key partner, a major customer or a co-founder, the executive gets one brief from the records they approve: the short version in a sentence, what is already decided and promised, what each side has said, the question to settle and the choices open. The executive decides.
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The outcome
You walk into the conversation holding the whole record, not your memory of it. One sentence tells you where things stand. Below it: how you got here, every decision already taken and every promise either side made, with whether it was kept, and what the other side has said in its own words, dated, so you can see which positions are fresh and which are months old.
The brief puts the question you need to settle at the centre and lists the choices actually on the table, each with what the records say it would involve and whether agreeing to it on the day would cut across a decision your team has already made. Making no commitment is always one of them.
Where two records disagree, you see both before the other side points it out. Where something needs your lawyer or your accountant, it is listed for them with no view taken. Every line names the record it came from. The brief takes no position, recommends nothing and says nothing about what anyone is like: what you offer, ask for or hold back is your call.
Who starts the work, and when
The executive starts it, or someone who prepares for them: a chief of staff, an executive assistant, or a founder's right hand. They run it one to three working days before the conversation or the decision, once the records are gathered, and again if something new arrives before the day.
It suits the moments where the history matters: a partner asking for more territory, a major customer asking for new terms (the executive's brief; an account manager's call plan for that customer is sales call preparation), a co-founder wanting to talk about who does what (pay, equity and employment terms stay out), a supplier wanting to change how the two companies work together.
What they supply
- The request: the subject, the other side, the date, who attends, and the question to settle in the executive's own words, if they have one.
- The approved records: the emails, meeting notes, summary of the terms you work under, figures and earlier notes the executive is happy to have used. Drafts are set aside.
- The decision log, if the company keeps one, as an export.
No mailbox, calendar or customer system is connected, and nothing is looked up on the internet. Everything is pasted or attached by a person.
What comes out
- The short version, in one sentence.
- How you got here, dated, oldest first.
- What is already decided and promised, each decision with who approved it and whether it is still in force, each promise with whether it was kept.
- What each side has said, in their words, with older positions marked.
- Where the records disagree, both versions side by side.
- The question to settle.
- The choices open, unranked, with making no commitment always among them.
- The dates that matter, counted from the conversation.
- Questions for your advisers, with no view given.
Every gap comes first, as a question with the name of who can answer it.
An invented example
Illustrative example with invented data. Company K is an invented 45-person business that makes stainless-steel shelving and benching for commercial kitchens. Partner D is an invented distributor that sells Company K's products in the North region. Every company, person, record and figure here is invented. Noor, Company K's CEO, has a video call with Partner D's managing director and sales director on Thursday 5 November 2026. Tomas, her chief of staff, runs the capability on Tuesday 3 November. First come the inputs he supplied, in full, then the brief the template should produce, written out by hand to follow its rules.
The inputs
The request
Today is Tuesday 3 November 2026. Prepared by Tomas (chief of staff) for
Noor (CEO).
Subject: Partner D, North renewal and the East region.
Conversation: Thursday 5 November 2026, 10:00, 60 minutes, video call.
With: Partner D's managing director and sales director.
From us: Noor (CEO) and Ana (sales director).
Question to settle, in Noor's words: "Do we offer Partner D anything on
East before the 2027 plan is approved on 1 December, and if so, what do
we ask in return?"
Noor also wants this choice listed: renew North only, on the current terms.
Noor also asked: "And tell me how to handle her; she's tough in these
meetings."
Settings: the defaults.
Approved records: R1 to R6 and the decision log export below. Also
attached: East price sheet v2.
R1. Partner D: partnership terms summary
Prepared by Priya (finance lead), Monday 12 January 2026. APPROVED.
- Territory: North region. Partner D is our only distributor there.
- Term: 1 January 2026 to 31 March 2027.
- 2026 target: 1,200 units.
- Discount: 18% off list on all orders.
- Renewal: by agreement of both sides. Either side may give notice that it
will not renew by 31 December 2026.
R2. Quarterly review with Partner D: notes
Tuesday 14 July 2026. Notes by Ana (sales director).
Present: Partner D's managing director and sales director; Noor, Ana.
- First-half units: 480 against 600 planned.
- Partner D asked to be our distributor in the East region as well, "so
the numbers work for us".
- Noor: "We'll look at East once North is back on target."
- Agreed: Ana to send Partner D a co-marketing proposal by 31 July.
- Partner D's MD is back from leave for a family matter; asked us to keep
that between us.
R3. Email from Partner D's managing director to Noor
Friday 2 October 2026. Subject: 2027
Noor, thanks for the co-marketing support this autumn. Our Q3 orders with
you were 310 units.
For 2027 we can commit to 1,500 units a year across North and East if we
have both regions exclusively from April 2027. Without East, we will plan
for about 1,000 units in North next year.
We would need a further 4% discount on East orders to cover the cost of
opening there.
As we read the current terms, if we reach 1,000 units this year the North
exclusivity rolls over anyway.
We'll send you our 2027 North forecast by the end of October.
R4. Partner D units by quarter, 2026: sales report
Prepared by Priya (finance lead), Thursday 1 October 2026.
Quarter Units shipped Plan
Q1 230 300
Q2 250 300
Q3 270 300
To 30 September 750 900
R5. Leadership meeting: notes
Tuesday 20 October 2026. Notes by Tomas (chief of staff).
Present: Noor, Ana, Ben (operations director), Priya.
- Decided: no new partner arrangements in the East region before the 2027
plan is approved on 1 December. (Logged as D-036.)
- Discussed, not decided: offering Partner D a non-exclusive East trial.
Comes back with the 2027 plan.
R6. Email from Ana to Partner D's sales director
Thursday 6 August 2026.
Hello, attached is our co-marketing proposal for the second half: we will
match your spend up to $8,000 on North campaigns. On East, as Noor said in
July, we'll come back to it once North is back on target. Ana
The decision log export
id,date_approved,topic,decision,approved_by,status,source
D-014,2025-12-15,Partner D,"Renew Partner D as sole North distributor, 1 Jan 2026 to 31 Mar 2027, 2026 target 1,200 units",Noor,Active,Partnership terms summary
D-029,2026-07-21,Partner D,"Match Partner D's North campaign spend up to $8,000 in H2 2026",Noor,Active,Leadership meeting 21 July
D-036,2026-10-20,East region,"No new partner arrangements in the East region before the 2027 plan is approved on 1 December",Leadership team,Active,Leadership meeting 20 October
The East price sheet v2 was attached with "DRAFT" across the top.
The brief that came back
This brief was written out by hand to follow the template's rules; it is not the output of a run. What a run of the template actually produced on these inputs, and how it differed, is in the trial record published with it.
EXECUTIVE SITUATION BRIEF: Partner D, North renewal and the East region
DRAFT for Noor. 3 points to check before the conversation.
For: conversation with Partner D (managing director, sales director) on
Thursday 5 November 2026, 10:00, 60 minutes, video call. From us: Noor
(CEO), Ana (sales director).
Prepared Tuesday 3 November 2026 by Tomas (chief of staff), from 6 records
(R1 to R6, listed at the end) and the decision log export (3 rows).
To check first: 3
1. Where the records disagree: Partner D's Q3 units are 310 in its email
(R3) and 270 in the sales report (R4). Which figure does Company K stand
behind? Who can answer: Priya (finance lead).
2. Already promised: has Partner D's 2027 North forecast, promised by the
end of October (R3), arrived? Who can answer: Ana (sales director).
3. Already promised: has Company K's match of Partner D's North campaign
spend, up to $8,000 (R6, Log D-029), been paid in full or in part? The
records give only "the second half" (R6) and "H2 2026" (Log D-029), and
none says it is done. Who
can answer: Priya (finance lead).
1. THE SHORT VERSION
Partner D, sole North distributor, offers 1,500 units a year across North
and East if given both exclusively from April 2027; leadership decided
against new East partner arrangements before 1 December. [R1, R3, R5]
2. HOW WE GOT HERE
- 15 December 2025: Noor approved renewing Partner D as sole North
distributor from 1 January 2026 to 31 March 2027, with a 2026 target of
1,200 units. [Log D-014, R1]
- 14 July 2026: at the quarterly review, first-half units were 480 against
600 planned; Partner D asked to be the distributor in the East region as
well. [R2]
- 21 July 2026: Noor approved matching Partner D's North campaign spend up
to $8,000 in the second half of 2026. [Log D-029]
- 6 August 2026: Ana sent Partner D the co-marketing proposal. [R6]
- 1 October 2026: the sales report showed 750 units shipped to 30
September against 900 planned (230 + 250 + 270 = 750; 300 + 300 + 300
= 900). [R4]
- 2 October 2026: Partner D's managing director offered 1,500 units a year
across North and East if Partner D has both regions exclusively from
April 2027. [R3]
- 20 October 2026: the leadership team decided on no new partner
arrangements in the East region before 1 December, and discussed,
without deciding, a non-exclusive East trial for Partner D. [R5, Log
D-036]
3. ALREADY DECIDED AND ALREADY PROMISED
Decisions:
- 15 December 2025 (D-014): renew Partner D as sole North distributor, 1
January 2026 to 31 March 2027, 2026 target 1,200 units. Approved by:
Noor. In force. [Log D-014, R1]
- 21 July 2026 (D-029): match Partner D's North campaign spend up to
$8,000 in the second half of 2026. Approved by: Noor. In force. [Log
D-029]
- 20 October 2026 (D-036): no new partner arrangements in the East region
before the 2027 plan is approved on 1 December. Approved by: leadership
team. In force. [Log D-036, R5]
- 20 October 2026: a non-exclusive East trial for Partner D. Discussed,
not decided; comes back with the 2027 plan. [R5]
Commitments:
- Ana to send Partner D a co-marketing proposal by 31 July 2026. Kept (6
August 2026, after the date). [R2, R6]
- Company K to match Partner D's North campaign spend up to $8,000 by
"the second half" of 2026. Not known. [R6, Log D-029] To check (3).
- Partner D to send its 2027 North forecast by the end of October 2026.
Not known, date passed. [R3] To check (2).
4. WHAT EACH SIDE HAS SAID
Partner D (managing director, sales director):
- 2 October 2026: "For 2027 we can commit to 1,500 units a year across
North and East if we have both regions exclusively from April 2027."
[R3]
- 2 October 2026: "Without East, we will plan for about 1,000 units in
North next year." [R3]
- 2 October 2026: "We would need a further 4% discount on East orders to
cover the cost of opening there." [R3]
- 14 July 2026: Note: asked to be Company K's distributor in the East
region as well, "so the numbers work for us". [R2] OLDER THAN 90 DAYS
Company K, to Partner D:
- 6 August 2026: "On East, as Noor said in July, we'll come back to it
once North is back on target." [R6] OLDER THAN 90 DAYS
- 14 July 2026: Note: Noor said Company K would look at East once North
is back on target. [R2] OLDER THAN 90 DAYS
Your position for this conversation: for you to decide.
5. WHERE THE RECORDS DISAGREE
- Partner D's Q3 units: Partner D's email says "Our Q3 orders with you
were 310 units" [R3]; the sales report shows 270 units shipped in Q3
[R4]. To check (1).
6. THE QUESTION TO SETTLE
Do we offer Partner D anything on East before the 2027 plan is approved
on 1 December, and if so, what do we ask in return? (Your words.)
7. THE CHOICES OPEN
A. Make Partner D the sole distributor for both North and East from April
2027. Raised by: Partner D (R3).
In the records: Partner D first asked to be the East distributor on 14
July [R2]; it would commit to 1,500 units a year across both regions
and asks a further 4% discount on East orders [R3];
current terms give 18% off list on all orders [R1]. Agreeing to it on
the day would go against D-036 (no new partner arrangements in the East
region before 1 December), in force.
B. A non-exclusive East trial for Partner D. Raised by: Company K's
leadership team, 20 October, discussed and not decided (R5).
In the records: nothing further in the records. Agreeing to it on the
day would go against D-036 (no new partner arrangements in the East
region before 1 December), in force.
C. Renew North only, on the current terms. Raised by: you, in your
request.
In the records: Partner D is the only North distributor at 18% off list
[R1]; renewal is by agreement of both sides [R1]; Partner D says that
without East it will plan for about 1,000 units in North next year
[R3], against a 2026 target of 1,200 [R1].
D. Make no commitment in this conversation. Always open.
Runs into: the 2027 plan approval on 1 December 2026 [R5]; the last
day for notice of non-renewal, 31 December 2026 [R1]; the end of the
current term, 31 March 2027 [R1].
Not ranked. No recommendation.
8. THE DATES THAT MATTER
- Tuesday 1 December 2026: the 2027 plan is to be approved; D-036 applies
until then. [R5, Log D-036] 26 days after the conversation.
- Thursday 31 December 2026: last day for either side to give notice that
it will not renew. [R1] 56 days after the conversation.
- Wednesday 31 March 2027: the current term ends. [R1] 146 days after the
conversation.
- "Second half" of 2026: Company K's match of Partner D's North campaign
spend, up to $8,000. [R6, Log D-029] No exact date in the record.
- "From April 2027": the start Partner D asks for on both regions. [R3]
No exact date in the record.
9. FOR YOUR ADVISERS
- What the current terms say about renewal and whether North exclusivity
continues: Partner D's email reads them as rolling over if it reaches
1,000 units this year [R3]; the terms summary says renewal is by
agreement of both sides [R1]. No view is given here.
RECORDS USED
R1. Partner D: partnership terms summary, terms summary, 12 January 2026,
by Priya (finance lead).
R2. Quarterly review with Partner D, meeting notes, 14 July 2026, by Ana
(sales director).
R3. Email "2027", 2 October 2026, by Partner D's managing director.
R4. Partner D units by quarter, 2026, sales report, 1 October 2026, by
Priya (finance lead).
R5. Leadership meeting, meeting notes, 20 October 2026, by Tomas (chief of
staff).
R6. Email with the co-marketing proposal, 6 August 2026, by Ana (sales
director).
Decision log export, rows D-014, D-029, D-036.
Not used: East price sheet v2, marked DRAFT.
Left out: 1 item about a person's private life (in R2).
Asked for and not covered: how to handle one of the attendees. The brief
records what people said and did, never what they are like, and does not
advise on negotiating.
Draft for Noor. Nothing has been sent, posted or changed.
Noor and Ana settle the three points before the call: Priya confirms which Q3 figure Company K uses and whether the $8,000 match has been paid, and Ana checks whether the forecast arrived. What Noor offers, asks for or holds back on Thursday is her decision; the brief only sets out the record.
Where it fits
- Leadership: the CEO, founder or managing partner who carries the company's most important relationships.
- Executive and office support: the chief of staff or executive assistant who gathers the record before the executive needs it.
- Professional services: firms whose biggest clients and referral partners are managed by the people who run the firm.
- Software technology: companies whose channel partners and largest customers ask for more with every renewal.
- Manufacturing: makers whose distributors and key accounts hold the territory and the volume.
- Consumer brands: brands whose retailers and distributors decide where the product is sold.
- Startups & new ventures: where a conversation between co-founders or with a first big partner shapes the company.
- Growth & scaling: when partners and customers multiply and nobody holds the whole history in their head.
- Acquisitions & integration: when two companies' records and commitments have to be read together.
What has to change for your company
Decide who prepares the brief for the executive and which records it may draw on, and who approves a record before it is used. Name who owns each kind of record, so a disagreement between two of them reaches the right person. Set how old a stated position may be before it is marked as old, and how many history entries, statements and choices the brief holds. Map your decision log's column headings to the defaults, or keep them; a log kept with the decision log capability exports in the expected shape. Name your advisers. Decide whether the brief ever goes beyond the executive. It runs in ChatGPT, Claude, Copilot or Gemini, from the records you paste or attach.
What has been checked
Fully Powered AI wrote this capability template, drawing on a published open-source idea credited in its sources. It was editorially reviewed on 10 November 2026. It was tried once on its invented example on 10 November 2026 in Claude; the record of that run is published with it. Several edits made to the instructions after the run, mostly clarifications of rules the run left loose, have not been run again; the record lists them. It has not been tested in a client environment or as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on two or three past conversations whose records and outcomes the executive remembers well, plus hard cases written in advance: a decision log whose headings do not match, two records that disagree, a record marked draft, a request to describe how to handle a person, and a partner's own reading of the terms. The person who prepares the brief checks every line against the record it names before the executive relies on it. Pilot acceptance-test preparation sets up those cases, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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Build this in a sprint
In a sprint, Fully Powered adapts this capability template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
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