How do I organise client meetings so nothing is forgotten?
Book the meeting with a clear agenda, send the calendar invite and online link or venue, remind the client the day before and an hour before, take notes during the meeting, and send a summary with action items and owners the same day. PalmGro Flow schedules meetings with agenda, invites, calendar files and reminders.
Before the meeting
- Purpose in one line: "Review November results and plan December campaigns."
- Agenda with 3 to 5 points.
- Invite with date, time, link or address, sent as a calendar file so it lands in their calendar.
- Data ready: reports, drafts, numbers.
Reminders
Send one the day before and one an hour before. Include the link. No-shows drop sharply with a simple reminder.
During the meeting
- Start on time and restate the purpose.
- Go through the agenda in order.
- Write decisions and action items as they happen.
- Confirm who does what by when before you hang up.
After the meeting
- Send a summary the same day: decisions, action items, next meeting date.
- Turn every action item for your team into a task with an owner and due date.
- Log the meeting on the client record so history stays in one place.
Meetings with leads
Sales meetings follow the same steps. Log the outcome on the lead and set the next follow-up date before you leave. See lead follow-up system.
How PalmGro Flow helps
PalmGro Flow's meetings feature lets you schedule meetings with your team, clients, leads or anyone outside the app, with an online link or venue, an agenda, a calendar file and invites. Reminders go out before the meeting, and WhatsApp reminders can be sent in one tap. Action items go to the task board.
Questions people ask
How long should a client meeting be?
30 minutes is enough for most updates. Planning or strategy meetings may need 60 minutes.
Should I record client meetings?
Only with the client's permission. Written notes and a summary are usually enough.
How do I reduce meeting no-shows?
Send a calendar invite, remind the day before and one hour before, and keep the meeting short and useful.
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