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How To Plan A Successful Client Meeting - From Preparation To Followups | Dive

Planning a client meeting can be daunting, but not with Dive's guide. Discover practical tips for effective communication, setting goals, and following up to create a lasting impression.

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As a marketing agency, it's important to know how to run successful meetings well if you want to build and keep long-term relationships with your clients. Whether you're meeting with potential clients or current clients, it's essential to make the most of your time together and make sure that everyone feels like the meeting was productive and satisfactory.

In this blog post, we'll cover everything you need to know about conducting effective client meetings, from preparing an effective meeting agenda to following up with a solid action plan.


Types of client meetings

Before we dive into the specifics of conducting effective client meetings, let's quickly understand the different types of client meetings you may encounter in your work as a services company. The most common types of client meetings are:


Introductory meeting

An introductory meeting is typically the first time you'll be meeting with a potential client. The goal of this meeting is to introduce yourself and your services, learn more about the prospective client's needs, and determine if there's a potential fit for working together.


Sales meetings

These meetings are focused on the sales process and are typically used to pitch your services to a prospective client. The goal of a sales meeting is to convince the client that your services are the right fit for their needs.


Check-in meetings

These meetings are meant to check in with current clients to make sure they're satisfied with your services. The goal of a check-in meeting is to address any issues or concerns the client may have, and to reinforce your relationship with them.


Project meetings

These meetings are focused on specific projects you're working on with a client. The goal of a project meeting could be to review the project plan, discuss any issues, and make sure that everyone is on the same page moving forward.


Preparing and conducting a successful meeting

Source: Pexels

Regardless of the type of client meeting you'll be conducting, there are certain steps you can take to maximize its success. Here are some key strategies for preparing for a successful client meeting:

Schedule meetings in advance

Schedule your meetings well in advance to give yourself and your client plenty of time to prepare. Make sure to send out calendar invitations with the meeting date, meeting time, and location (e.g., Zoom, Google Meet, etc.) of the meeting, and any relevant meeting materials.

Create an organized meeting agenda

Create a solid meeting agenda that outlines the meeting topic, agenda items, and time slots for each item. You can use a tool like Dive for this. Dive will help keep the meeting focused and ensure that you cover all the necessary topics.

Prepare intelligent questions

Make sure you have a list of questions ready in advance that will help you understand the requirements, objectives, and obstacles that your client faces. Ask follow-up questions to clarify any information that is unclear or incomplete. This will show your client that you're prepared and invested in their success.

Start on time

Block a time slot in your calendar to make sure you start the meeting on time. This shows your client that you respect their precious time, are organized, and care about the quality of your customer service.

Use video meetings

If possible, use video meetings to connect with your clients. This will allow you to pick up on facial expressions and body language, which can help you better understand your client's needs and goals.

Take diligent notes

Take thorough and diligent notes throughout the meeting for future reference and to help you remember important details and ensure that you can follow up on any action items or questions after the meeting. Read this blog on how to take the best meeting notes and make sure to capture important details like deadlines, project specifications, and key contacts. 

Address questions and concerns

If your client has any questions or concerns, make sure to address them in a respectful and helpful manner. This will help build trust and confidence in your abilities as a service provider.

Wrap-up of the meeting

As the meeting draws to a close, summarize the key takeaways and action items. Confirm the next steps and deadlines, and make sure to thank your client for their time and business. 

5 Success tips for all kinds of client meetings


Take some time before the meeting to reflect on any previous meetings with this client or similar clients where you felt like you did a great job. Think about what made those meetings successful and how you can replicate that success in this meeting.

Start on a good note

Priming the meeting with good vibes can help set a positive tone for the rest of the conversation. You could start by making a positive comment about the client's business or recent achievements. Alternatively, you could try breaking the ice with a humorous anecdote or a lighthearted question.

Make them feel valued

Clients appreciate feeling like their input and expertise are valued. One way to do this is to ask the client for advice on a topic they are knowledgeable about. This not only shows that you value their input, but it can also help you gain a deeper understanding of their needs and goals.

Use their first name

Everyone’s favourite word is their own name. However, be mindful of any cultural differences or preferences the client may have. If you are unsure, it's always best to ask how they prefer to be addressed.

Give an honest compliment

If you genuinely admire something about the client's business or recent work, consider offering a compliment. For example, instead of simply saying "Great job!" try something like "I was really impressed with the way your team handled that project. The attention to detail was exceptional."

Smile and relax

Finally, remember to smile and maintain a relaxed demeanour throughout the meeting. This can help convey a sense of warmth and friendliness, and might also help you feel more at ease. It can also be helpful to take deep breaths or use other relaxation techniques if you are feeling nervous or stressed.

Listen more than you talk

When meeting with a client, it's important to actively listen to what they have to say. Resist the urge to dominate the conversation or interrupt the client. Instead, try to ask open-ended questions and let the client share their thoughts and ideas. This will help you better understand their needs and goals and can help you tailor your approach to better meet their needs.

Avoid getting caught off-guard

Before the meeting, take some time to consider what questions the client might have and prepare a list of questions that might need to answer later. This can help you prepare thoughtful and informed responses and can help you demonstrate your expertise and knowledge. Anticipating common questions can help you avoid getting caught off guard during the meeting, and can help you maintain your confidence and composure. 

Following up after the meeting

Source: Pexels

After the meeting, it's important to follow up with a solid action plan to ensure that all action items are completed on time and that your client feels heard and valued. Here are some key strategies for following up effectively: 

Send meeting notes

Send a detailed summary of the meeting notes to your client, including any action items, deadlines, and next steps. Make sure to clarify any unclear information or questions.

Create an action list

Taking solid notes is not enough. Create a clear and concise action list that outlines all the action items and deadlines from the meeting. Share the action list with your client to ensure that everyone is on the same page.

Schedule follow-up meetings

If you need to, set up follow-up meetings to update the client on how things are going and make sure everyone is on the right track. Use the same ways to get ready for and run this meeting as you did for the first one.

Build a long-term relationship

Use these meetings as an opportunity to build a strong relationship with your client. Remember their personal details, listen to their needs, and follow up with them in a timely and respectful manner. Building a long-term successful business relationship with your client will help you increase customer retention and future business.


Conducting effective client meetings is essential for building strong relationships with your clients, ensuring customer satisfaction, and growing your business. By following these key strategies for preparing, conducting, and following up on client meetings, you can make the most of your time with your clients and ensure that everyone leaves the online meeting feeling satisfied and productive.

Remember to be respectful, prepared, and invested in your client's success, and you'll be well on your way to conducting successful client meetings.

One more thing you can do to conduct successful client meetings is to use Dive. Dive is a meeting intelligence platform that makes running best-in-class meetings a breeze. Our intelligent meeting assistant helps your team efficiently prepare for your meetings, tells you what happened in your meeting, who said what, and what you should do next - all in one place.

[Download Free Chrome Extension] [Get Started with Dive]


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