Clients may request frequent meetings with business owners to discuss products or services which are being offered or even to meet for any complaints they may have. Businesses can similarly decide to hold meetings with clients to announce new introductions being made or even to appreciate the clients for their business. Regardless of which party requests for the meeting it is essential for the business to prepare a client meeting agenda according to any information they may have received from the client or consider the subjects they want to discuss with their consumers and prepare one accordingly.
Meetings with clients are not scheduled on the spur of the moment, and generally, prior information is received, or plans are made by the business which may have proposals in mind and any other subjects. The agenda for the meeting is better prepared at least seven days in advance and sent to the clients to give them sufficient time and prepare for the agenda which will be detailed.
Clients of businesses are also involved in providing products or services by themselves, and it would not be proper to invite them for a meeting without justifying the reasons why the meeting is being held. The business organizing the meeting must give the client specific information about why the meeting has been arranged. Informing the client about how they would benefit by attending the meeting will also prove helpful because it can be a motivating factor for the client not to miss the meeting.
When businesses decide to organize a meeting for clients they are also required to ensure that the individual invited to attend is responsible for the specific reason why the meeting is being organized.
Businesses will not be achieving their objective by inviting personnel from the accounting department for a discussion on a matter unrelated to the subject. It is therefore essential that the business makes a selection carefully and only invites the individual who can or will be able to add value to the meeting as well as derive the benefits of the same.
Client meeting agendas are generally prepared by individuals from the organizers business that are familiar not just with the clients but also the individuals who should be invited. The individual writing the agenda is usually one who has full knowledge of why the meeting is being organized. He or she is well-versed with business protocols and understands how a client meeting agenda should be prepared.
The individual concerned will certainly make all efforts to ensure that the agenda provides appropriate information to make the client believe it is beneficial for them to attend rather than ignore the meeting which has been organized by the business.
Points to consider while drafting a Client Meeting Agenda
- The date, time, & location of the meeting.
- The name of the invitee with proper opening and closing salutations.
- The reasons why the meeting has been organized and how it would prove beneficial for the client.
- Set some time aside for any questions the clients may wish to raise.
- The duration of time the meeting is expected to last.
- Provide information about any announcements that may be made.
The individual concerned may also include any other information which he or she may feel is of interest to the invitees. However, the entire agenda needs to be prepared in a formal language.
Example of Client Meeting Agenda 1
[from the name of the company organizing the meeting],
[address: full address and contact details of the company],
[To name of the invitee/invitees for the client meeting],
[address: full address and contact details of the invitee’s company and contact number],
[Subject: Meeting to Introduce Regional Client Manager Of the Company on Friday, date and time],
Dear [Name of the Individual Or the Company The Invitee Represents],
We are happy to invite you to a meeting to introduce the new regional client manager [Mr. Name of the individual] of our company who is taking over the responsibility of managing this area starting from [date]. Mr. [name of the individual] is qualified in the field of business ERP solutions which we offer and has developed some innovations which we are certain will be extremely beneficial for your companies.
We request you kindly to attend the meeting where the innovations will be demonstrated and provide your views and any questions you may have during the presentation. We value the time you will spare for this meeting and have therefore decided to offer the innovations to you for a discount of 50% if it is purchased at the venue of the meeting.
We cordially request your presence at the meeting and to benefit from the huge discounts which are being offered on the new ERP solutions which have been designed.
[signature of the organizer],
[name and contact details of the organizer].
Example of Client Meeting Agenda 2
[From ABC Investment Advisors],
[Address: Full Address And Contact Details Of the Company],
Client Meeting Agenda
Date of the Meeting: [Date The Meeting Is Being Conducted],
Time of the Meeting:
To ensure we fully address your concerns and needs efficiently, we request you kindly to complete the following topics of the agenda which are being covered.
Questions regarding your financial situation?
I would like to review the following changes in my financial condition:
I would like to discuss the following strategies for investments:
I would like to receive additional information on the following programs for investments:
Thank you for providing us an opportunity to serve you. We will be with you promptly without delays.
[signature of the investment advisor],
[name of the investment advisor with contact details].
Client meetings can be held by companies with clients of all types regardless of whether they are providing products or services which are needed. Some meetings may only request minimal information from clients while others may go into comprehensive data to have one-on-one meetings with their clients for reasons mentioned in the client meeting agenda created for this purpose.