Time is valuable, and the best way to respect colleagues and a client's time is to be well prepared. Here is a simple list of tips to maximize that time.
Meeting prep
Create a “Why” statement of the purpose you need their time. What is happening? What is needs to be addressed? This is perhaps the most important step. Can the information be communicated in an email instead of a meeting?
Create an agenda: From this meeting, list the things you need to have answered to move forward with the project as well as who will run the meeting.
Select three separate times everyone on your side is available that you can propose as a meeting time to the client.
Have a platform prepped for where this meeting will take place. Is it in person? Is it on Zoom?
Send all of this to the client with a subject line that is always consistent.
So an example of how all this looks:
Subject: ACME//COM: Onboarding call
Hi COM team, The ACME team is excited to be working with you! As a next step, we would like to cover the on-boarding process which will include timelines, who to contact for technical support, general training and uploading data. From your side we will need:
A list of the emails of the users who will use our platform
The metadata you want to be reflected on our platform
Credentials to your SFTP instance
We will be running test data transfers so it would be helpful to have individuals on your team that might be able to troubleshoot present
We are available on 2/1/19 at 3 pm CT. If that doesn’t work, let me know if 3 pm CT on 2/2/19 or 2/3/19 works.
Thanks and we look forward to hearing from you!
During the meeting:
Go by the rule nothing happened unless it’s written and shared. Taking your notes in this format will help:
Date: MM/DD/YYYY and time + timezone Attendees: If possible, try to also capture their title and role in the project Notes: You can clean up the notes later. The more you can write, the better (Your company) Action Items: (Who) will do what by when (mm/dd/yyyy +timezone) (Their company) Action Items: (Who) will do what and when you can follow up (mm/dd/yyyy) Next meeting agenda items: What else needs to be uncovered that can’t be emailed?
Post-meeting:
Clean the notes up to their simplest form and send a recap using the skeleton above to all attendees as well as anyone with an action item.
Put the notes in a storage folder such as Confluence or Google Drive
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