Plan and execute a client meeting like a pro

Client Meetings: Plan and Execute a Productive Client Meeting Like a Pro!

Client meetings are an essential part of any online business. They allow you to establish a relationship with your clients, build trust, and ultimately close deals. However, conducting successful client meetings can be difficult, particularly with hectic schedules, conflicting agendas, and diverse communication methods.

In this blog post, we will be discussing tips and steps to assist you in conducting effective client meetings and ensuring that your clients feel acknowledged and appreciated. We will cover subjects such as setting clear agendas, managing time effectively, and communicating efficiently with clients. The goal of this blog post is to provide you with the techniques and strategies you need to optimize your client meetings and establish solid, long-lasting relationships with your clients. 

Plan and Execute a Productive Client Meeting like a Pro:

  1. What’s a Client Meeting?
  2. Different types of client meetings that a freelancer can have
  3. 6 Steps to Preparing for a Client Meeting
  4. Conclusion

Let’s start by understanding what a client meeting is and the different types of client meetings. 

1. What’s a Client Meeting? 

A client meeting is when a freelancer meets with a current or potential client to discuss and negotiate a business relationship, project, or product/service. The goal is to build trust and understand the client’s needs through presentations, goal and objective discussions, negotiations, and follow-up actions. The client meeting can happen in person, over the phone, or via video conferencing. 

2. Different types of client meetings that a freelancer can have:

2.1. Initial Consultation Meeting: 

The first meeting between a freelancer and a potential client, typically conducted over the phone or in person, is known as the discovery call. The purpose of this meeting is for the client to explain their project needs and for the freelancer to ask any necessary questions to understand the project’s scope and to determine if the job is a good fit. Discovery calls can be set up using email, direct message, or via a booking service.  If you want to offer a more formal presentation and give clients the option to book a discovery call on your calendar, consider using a tool like CheckYa.  Our booking feature is free to use with no upfront cost and allows you to offer both free and paid bookings to your clients.

Here’s the step-by-step process of setting up a free discovery call and paid calls through CheckYa. 

1. Create your CheckYa account: If you don’t have an account already, creating an account on CheckYa is incredibly easy. You can go to and get started.

Create your CheckYa account

2. Set up a free discovery call: Click on offer bookings and to set up a free call click on “offer free call” add your description and hit save.

3. Set up a paid call: To set up a paid call, click on set price per consultation dd the details about the call and enter the price and hit save.

Set up a free discovery call

4. Add your payment option: CheckYa processes payments through Stripe and Paypal and allows you to get paid in over 200+ different currencies.

Add your payment option

5. Share your offering: Once you have set up the free call and paid consultation call, you can simply copy the link to your Checkya profile and paste it on your social media channels, making it easy for your customers to book calls with you.

Client meeting Share your profile


2.2. Project Kick-Off Meeting: 

Once the client has decided to hire the freelancer, a kick-off meeting is typically scheduled to discuss the project in more detail.  During this call, topics of discussion should include timelines, deliverables, and any specific requirements or expectations. The freelancer and client will also discuss any necessary tools or resources needed for the project and will also establish communication protocols.

2.3. Progress Meeting: 

During the course of the project, progress meetings are scheduled to ensure that the project is on track and that any issues or concerns are addressed in a timely manner. These meetings are also an opportunity for the client to provide feedback and for the freelancer to ask any necessary questions.

2.4. Final Review Meeting: 

This meeting is held once the project is complete, and the freelancer presents their work to the client. The client has the opportunity to provide feedback and make any necessary revisions. Once the project is finalized, the freelancer and client will discuss any necessary follow-up tasks, and the client will pay the final invoice.

You can use an all-in-one tool like CheckYa to manage your booking schedule and invoices all in one place. 

2.5. Maintenance Meeting: 

For ongoing projects or projects that require ongoing maintenance, regular maintenance meetings may be scheduled to ensure that the project is running smoothly and that any necessary updates or changes are made.

2.6. Post-project Meeting: 

This is a meeting held after the project is completed, and it is to evaluate the project and the freelancer’s work and to discuss the client’s future needs.

The following steps can assist you in succeeding in every client meeting, regardless of the type of meeting you are conducting. Please keep reading.

3. 6 Steps to Preparing for a Client Meeting:

3.1. Set clear goals: 

Set clear goals

Before you even start preparing for the meeting, it’s important to have a clear understanding of what you hope to accomplish. Are you trying to win a new client, or are you trying to close a deal with an existing client? Knowing your goals will help you focus your efforts and make sure you’re on the right track. Use the following steps to set clear goals.

Determine the purpose of the meeting: Before setting clear goals for a client meeting, it is essential to determine the purpose of the meeting. Is it to discuss a project proposal, review progress, or address concerns?

Identify specific outcomes: Once the purpose of the meeting is determined, identify specific outcomes that need to be achieved. For example, if the purpose of the meeting is to discuss a project proposal, the outcome could be to gain client approval for the proposal.

Establish measurable goals: Establish clear, measurable goals that can be used to evaluate the success of the meeting. For example, if the outcome of the meeting is to gain client approval for a project proposal, the goal could be to secure a signed contract by the end of the meeting.

3.2. Research the client: 

One of the most important things you can do before a client meeting is research the client. This means learning as much as you can about their business, their needs, and their pain points. This will help you tailor your pitch and help ensure that you’re addressing the most important issues.

Here are some ways by which you can research your clients:

  1. Visit the client’s website: The first step in researching a client is to visit their website. Look for information on their products or services, mission statement, and company history. This will give you an overview of the client’s business and help you understand their goals and objectives.
  2. Search for news articles: Use search engines to find recent news articles about the client. This will give you an idea of their recent activities, new product launches, partnerships, or awards.
  3. Check their social media: Look for the client’s social media profiles, such as Facebook, Twitter, and LinkedIn. This will give you an idea of their online presence and help you understand their target audience.
  4. Look for customer reviews: Check online customer review sites to see what customers are saying about the client. This will give you an idea of the client’s reputation and customer satisfaction.
  5. Research their competitors: Research the client’s competitors to understand their market position and strengths. This will help you understand the client’s competitive landscape and how they differentiate themselves.

Doing your due diligence beforehand can pay dividends during the meeting.  Clients will appreciate that you’ve come prepared and put the effort in.  This can be the deciding factor when it comes to landing a contract.

3.3. Create an agenda: 

Have an agenda for your client meeting

Having an agenda for the meeting is a great way to keep things on track and to make sure everyone knows what to expect. The agenda should include at minimum, an introduction or summary, and a list of topics to be discussed based on the client’s needs.

Here are some steps that you can follow to set up an agenda for a client meeting.

1. To effectively plan a client meeting, begin by clearly identifying the purpose of the meeting. This could include discussing a specific project, addressing concerns or issues, or outlining future plans. 

2. Next, identify all attendees who will be present at the meeting, including the client, members of your team, and any external stakeholders. 

3. Once the purpose and attendees have been determined, create an agenda outlining the topics for discussion, presentations, and any action items that need to be addressed. 

4. Make sure to allocate enough time for each agenda item and prepare any necessary materials such as presentations, reports, or handouts.

5. Finally, send the agenda to the attendees a few days before the meeting to ensure they are prepared and have enough time to review the materials.

Example of an agenda:

  • Purpose of the meeting: Discuss progress on the website redesign project
  • Attendees: Client, project manager, design team, development team
    • Agenda items:
    • Introduction and overview of the project
    • Presentation of the design mockups
    • Discussion of any issues or concerns
    • Next steps and action items
  • Time allocated: 30 minutes for introduction and overview, 45 minutes for presentation and discussion, 15 minutes for next steps and action items
  • Materials: Design mockups and project progress report
  • Sent to attendees: 3 days before the meeting.

3.4. Practice your pitch: 

Techniques for effective communication

Practice makes perfect, and this is especially true when it comes to client meetings. Make sure you’re well-prepared and know what you’re going to say. This will help you stay focused and avoid any awkward silences. In order to make the most of your client meetings, it is important to be prepared and equipped with effective communication techniques. Let’s look at some of these techniques. 

In order to make the most of your client meetings, it is important to be prepared and equipped with effective communication techniques. Let’s look at some of these techniques. 

  • Active listening is one of the most important techniques for effective communication during client meetings. This involves fully paying attention to what your client is saying and responding in a way that shows you understand their concerns and needs. By actively listening, you can better understand your client’s perspective and tailor your responses accordingly.
  • Staying on topic is another key technique for effective communication during client meetings. It is important to stay focused on the purpose of the meeting and not allow the conversation to stray too far from the main agenda. This helps to ensure that all important points are covered and that the meeting is productive and efficient.
  • Another important technique for effective communication during client meetings is addressing concerns. This means being proactive in identifying and addressing any issues or concerns your client may have. By addressing concerns in a timely manner, you can help to build trust and confidence with your clients and ensure that their needs are met.
  • In addition to these techniques, it is also important to be clear and concise in your communication. Use simple language and avoid using jargon or technical terms that may be confusing to your clients. It is also important to be friendly and approachable, and to use a tone that is appropriate for the situation.

By using these techniques you can ensure that your meetings are productive and effective. With the right communication skills, you can build trust and confidence with your clients and achieve great results.

3.5. Be prepared to answer questions: 

Clients will have questions, so it’s important to be prepared to answer them. Make sure you know your product or service inside and out, and be ready to address any concerns they may have.

Some common questions include:

  1. How would you approach this project and what steps would you take?
  2. What is your estimated timeline for completing the project?
  3. How do you handle communication and feedback during the project?
  4. What is your pricing structure and payment terms?
  5. Do you have any relevant samples of your previous work or references from past clients?
  6. What kind of support or follow-up do you offer after the project is completed?
  7. How do you ensure the quality of your work?
  8. What is your policy on revisions or changes to the project?

3.6. Follow up: 

After the meeting, make sure you follow up with the client. This could be an email or a phone call, but the important thing is to keep the conversation going and build a relationship with the client. 

Here are some steps for following up to ensure that your clients are satisfied and that your business is moving forward.

3.6.1. Send a summary of the meeting

After a client meeting, it’s important to send a summary or minutes of the meeting to all attendees. This summary should include key points discussed, any agreements made, and any action items that need to be completed. This will help all parties to remember the details of the meeting and will serve as a reference for any future discussions.

3.6.2. Set next steps

After a client meeting, it’s important to set clear next steps for all parties involved. This may include scheduling a follow-up meeting, sending over a proposal or contract, or starting work on a project. Be sure to set specific deadlines for each task and make sure that everyone’s aware of their responsibilities.

3.6.3. Follow up on action items

After a client meeting, it’s important to follow up on any action items that were discussed. This may include sending over a proposal, starting work on a project, or following up on any outstanding questions. Be sure to check in with the client to ensure that all action items are completed on time and that the client is satisfied with the progress.

3.6.4. Check-in regularly

Regular check-ins with clients are important to ensure that all parties are on the same page and that any issues are addressed in a timely manner. This may include scheduled meetings, phone calls, or emails, depending on the client’s preferences.

4. Conclusion:

In conclusion, client meetings are a crucial part of any business and require careful planning and execution. By following the tips and steps outlined in this blog post, you can ensure that your client meetings are effective and productive. Remember to set clear goals and objectives, prepare a detailed agenda, communicate effectively, and follow up on any action items. 

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