Regardless of your role in a company, meeting with clients is one of the most important things one can do. From marketing consultants, customer service to CEO, every person that helps prepare for, partakes in, or performs tasks geared towards a client meeting can affect and influence the client’s decisions and confidence level. Smile to handshake with the client(s); every employee should feel ownership and esteemed in their efforts when it comes to client meetings.
A first client meeting or a new client meeting agenda is crucial in making a great first impression and setting the stage. When meeting with a new client, it is important that you put together a client meeting agenda, which will help you and your team become aware of the things you are looking to cover in the meeting. Having an agenda will also prevent people from swerving off-topic during the meeting, thereby making it productive.
A client meeting agenda is a guide drafted for use when holding a client meeting for any trust, business, board, or a similar company. The critical facts of this specific tool must be pre-determined and predictable to ensure that the client is accountable for the achievements and goals.
Structuring a Client Meeting Agenda
The basic structure of a client meeting agenda should include:
This includes the objectives and aims together with the meeting history. Before drafting this section, it is important that you first research your client’s company to know what they do, their mission, their goals, and what you can do to help them achieve what they desire.
Preparation is key when you are meeting your client(s). you certainly don’t want to risk “winging it” with a new client, especially if it’s your first-time meeting with them. When planning where to have the meeting, you can discuss with them to see when and where they would prefer to meet with you. Also, check with them what time is convenient for them. If especially you are meeting with a new client, it is important that you be very flexible and try to work with their schedule.
Items are the backbone of your meeting agenda. The items determine how long the meeting will be. If you have many items in your list that require more time to deliberate on, the meeting will probably take more hours compared to fewer items. Make sure to afford each item enough time to deliberate on with the client. You don’t want to brush up on some important items that may be vital to your relationship with the client. Every item must contain a number, a title, a lead along with the estimated time it will take to discuss.
This includes a welcome statement, introduction, and apology notes for any absence in the meeting. Furthermore, this section lays out all discussions and issues resulting from previous minutes of the meeting, which have not been addressed elsewhere on the agenda.
Any Other Business (AOB)
Almost all meetings end with an AOB item. This item is not only a great way for attendees to mark any matter to be included in their next meeting but also provides a disruptive impact on the entire course of the discussion.
Most agendas end with a synopsis of the meeting, which is in most cases given by the chair, it includes the time and date for future meetings, the facts and figures agreed upon in the meeting, and who is responsible for carrying out the decided activities.
After you have established where and when you will be meeting with your client, it is important that you come up with a client meeting agenda. Study everything that you can about the client. You can browse the net to find out more about your client. This way, you will not find yourself asking the clients questions that you could have otherwise get the answers from the internet by a simple search.
During your meeting, start by thanking the client for their time, and acknowledge and appreciate how active they are. This is important because even if the client may have asked for the meeting, the probability is that they may be occupied and strained when the meeting time arrives. You can download and use a client meeting template to help guide you when you are drafting one. Consider the outline of the template as the trunk of the frame, with the queries in the agenda as the back and the resulting conversation as the beam. You need client meeting agendas for all your client meetings to help you keep and maintain a record of the deals you made or report any deal breaks. It will help you save both you and your client’s time as well as for your company.
Basic Contents (What is Included)
A fresh and well-mannered client agenda keep the mood energetic throughout the meeting and serves several functions, before, during and after a meeting. Following are the key elements required in a professional agenda for client meetings:
Acts as an efficient tool for the meeting
As a program is a brief document, it serves as an ideal tool to gain back anyone’s attention easily and quickly during the meeting in case they divert from the main topic.
Allows invitees to be prepared beforehand
Besides other documents, an agenda provides attendees with the right information needed to let them understand the matters that will be addressed to and come up with better solutions. This improves their contribution in the meeting.
Allows invitees to decide if they should attend the meeting or not
By laying out the timeline and facts that will be highlighted in the meeting, an agenda allows potential invitees to decide if the meeting is worth attending or whether they should contribute towards it through another attendee or in writing.
Structures a path via which the meeting’s outcome is determined
As the agenda consists of the aims and objectives of the meeting, it is straightforward for the attendees to decide if the meeting will fulfill all its goals or not.