Kaiya for Partners

Prepare for a client meeting, find your next prospect or compare the shortlist. Pick the task you need help with.

Your work with Kaiya

Your task	Ask Kaiya to
Follow market developments and senior moves	Research changes that could lead to new assignments
Prepare for a prospect or client meeting	Prepare a briefing on the people, company and market
Develop a pitch	Research the market and help you develop your advice
Review your firm's historic expertise	Find relevant assignments and placements in Invenias
Agree the brief and success profile	Draft criteria and questions from your client notes
Review an assignment	Compare the research with the brief and identify gaps
Compare shortlist candidates	Compare their experience and identify questions for the client
Prepare a client update or report	Draft the update or create a branded Word report
Draft client messages	Write an email or follow-up from your notes
Write outreach and content	Use your research to draft messages, articles or posts
Save working preferences	Remember useful preferences for future work

New to Kaiya? See How to work with Kaiya. The step-up CFO example shows how Kaiya researches a brief and how you refine the results.

Follow market developments and senior moves

Find reasons to contact a prospect before you draft the message. Ask Kaiya to research acquisitions, investment and senior moves in your market.

Review the past month's developments in European industrial technology. Include acquisitions, investment and senior appointments. Identify companies that may need new leadership as they expand. Distinguish confirmed changes from possible search opportunities.

Tell Kaiya which sectors you cover and who you already know. Mention your previous conversations so Kaiya can suggest a relevant approach.

Check the dates and sources before you use the research. You may see an opportunity in a leadership change without knowing whether the company intends to use a search firm.

See Track market developments and senior moves.

Prepare for a prospect or client meeting

Go into the meeting with a briefing on the people, the business and the questions you want to ask.

Prepare a briefing for tomorrow's meeting with Acme Robotics' CEO about their first COO. Use the attached company notes and our last meeting summary. Research the market for leaders who have opened factories. Suggest questions about the appointment and the CEO's plans to hand over responsibility.

Tell Kaiya why you are meeting and what you have discussed before. Include any concerns you want to address.

Choose questions that suit your relationship with the client. After the meeting, use your recording or notes to prepare the follow-up.

See Pre-meeting research and Meeting notes and follow-up.

Develop a market point of view or pitch

Use Kaiya to test your view of the market and prepare the case for your firm's approach.

Help me pitch for Acme Software's first Chief People Officer search. Use the attached company brief. Research comparable appointments at businesses that have grown through acquisitions. Explain where we could find people with the experience Acme needs.

Your knowledge of the client matters here. Explain what they need, where your firm has relevant experience and who else might pitch.

Ask Kaiya to identify the source of each claim you intend to use. Keep estimates separate from confirmed figures.

See Research companies and markets and Create target company lists.

Review your firm's historic expertise

Find the assignments and placements that show your firm's experience. Kaiya can search Invenias and identify colleagues who worked on them.

Find our firm's completed healthcare leadership assignments from the past three years. Group them by role and type of business. Show the placements and colleagues involved where our records include them.

Name any assignments Kaiya should include or exclude. Confirm the outcome of each assignment before you describe it as a successful placement.

Requires Invenias: Your firm must connect Kaiya to Invenias to search these records. Without a connection, attach an export or previous assignment summaries.

See Review your firm's historic expertise.

Turn a client need into a search brief and success profile

See Create the assignment brief to turn the agreed requirements into a document and save the brief in Invenias.

Turn a broad client request into a brief you can search against. Kaiya can draft the criteria and identify decisions for your next discussion.

Acme Robotics needs a COO before its second factory opens. The brief says "strategic" six times. Use these client notes to draft clear requirements and a success profile. Identify the decisions we still need from the client.

Tell Kaiya about dealbreakers, acceptable compromises and compensation limits that the notes do not cover.

Kaiya could turn “strategic” into a question you can use:

Must the new COO set the manufacturing strategy, deliver the current plan, or do both?

Review each criterion against the work the appointee must do. Separate requirements from preferences before you agree the brief with the client.

See Create target candidate lists and the step-up CFO example.

Review the market, longlist and assignment

Use the assignment review to decide where your team should spend its time. Kaiya can compare the research with the brief and identify gaps.

Review the Roadrunner Logistics COO assignment before our weekly meeting. Compare this longlist with the attached brief. Show gaps in the research and decisions we need to make.

Bring Kaiya up to date with client reactions and work your team completed elsewhere. Then judge which gaps matter to the assignment. Your team may have done the research but not yet recorded it.

Kaiya can use material in the conversation or search your firm's connected Invenias records.

See Search and analyse Invenias and Work with results.

Compare shortlist options and trade-offs

Compare the candidates' experience against the scorecard before you recommend a shortlist. Ask Kaiya to find differences worth exploring in interviews or references.

Compare these three COO candidates against the agreed scorecard. Acme needs someone who can open the second factory and improve the first. Show evidence for both requirements and the questions we still need to answer.

Use your interview notes and the candidates' stated interests to guide the comparison. Their compensation expectations and your client's feedback may change your recommendation.

Ask for the source behind an assessment you question. Missing evidence does not establish that a candidate lacks the experience.

Follow up with your judgement:

The first candidate has the closest experience. Find out how much responsibility they had for opening the factory. Keep the other two in the comparison while we check.

See Create candidate reports and profiles and Work with results.

Prepare a client update or assignment report

Prepare the client update from work you have already done in the conversation:

Prepare this week's Roadrunner client update from our assignment notes. Lead with the decisions we need from the client. Include progress since our last meeting and candidates to discuss.

Include recent calls or decisions that your team has not recorded. Confirm candidate status, figures and dates before you send the update.

Open Reports to create a branded Word report. Kaiya uses the assignment you select and one of your firm's templates.

Each template has several standard setups. You can change a setup, save it and share it with colleagues.

Requires Invenias: Assignment reports use your firm's Invenias records. You also need Reports access and one of your firm's templates. If Reports is missing, contact the Kaiya team at hello@kaiya.ai. You can ask Kaiya to create a Word report from attached material instead.

See Create assignment reports and Create documents.

Draft client communications

Give Kaiya the meeting recording or notes and ask for a draft. Name the recipient and the decision you need from them.

Draft a follow-up to Acme's CEO from these meeting notes. Confirm the agreed changes to the brief and our next update date. Include any points we still need to settle.

Review the promises and dates before you send the message through your email or messaging app.

See Draft a message or email and Use voice notes and recordings.

Write outreach and content

Turn the research into an approach to a prospect, an article or a LinkedIn post. Give Kaiya your point of view to work with.

Draft a LinkedIn post from these acquisition notes. My view: boards spend months choosing the deal and too little time choosing who will run the combined business. Explain what they should consider. Include the sources for my review.

For outreach, explain your relationship with the recipient and why you are contacting them. A previous conversation can make the draft more useful.

Read the draft as the recipient would. Correct unsupported claims and wording that does not sound like you before you publish.

See Turn research into outreach or content ideas and Draft a message or email.

Keep client and working preferences

Ask Kaiya to remember useful facts for future conversations: “Remember that I cover European industrial technology.” Kaiya saves these as Memories.

Use Instructions for rules you want Kaiya to follow across conversations:

Save this as an Instruction: put client decisions before the progress summary in my assignment updates.

Keep assignment research and meeting notes in the relevant conversation. Review saved preferences when your client or your working practices change.

See Manage Instructions and Memories.

Related role guides

The Researcher guide covers market mapping and candidate research. The Associate guide covers assignment coordination, client documents and records.