How to Write an Effective Client Meeting Agenda

As a freelancer, you’re in control of your work schedule, but you don’t get paid if you don’t work. Therefore, avoiding unnecessary or unproductive meetings helps you focus on your projects and optimize your workdays. However, it’s not always possible (or in your best interest) to avoid a face-to-face meeting with a current or potential client. So when you do need to attend one, it’s important to create an agenda that makes the meeting more efficient and focused. Keep reading for some tips on how to write an effective client meeting agenda that can help you optimize your meetings.

What is a Meeting Agenda?

A meeting agenda is a list of discussion points, topics, and objectives for a specific meeting. It’s intended to keep the attendees on track and increase productivity by providing a clear purpose and direction for the meeting.

Typically, participants receive a copy of the agenda beforehand so that they have a chance to prepare questions and ideas. A good meeting agenda has a logical flow that keeps the discussion moving. While there’s usually room for some deviation from the agenda, it provides an overall structure for the meeting and helps the participants stay organized.

Investing time to create a detailed meeting agenda saves you time in the long run. Without one, you risk getting distracted or losing focus, which may result in additional meetings later on.

When Is a Meeting a Good Use of Time?

If you’re a freelancer who charges on a per-project basis, you might be hesitant to schedule meetings – after all, any time spent in a meeting is time you could be working on the project. But while emails are a great way to communicate with clients, there are times when face-to-face communication may be necessary. For example, if you’ve just connected with a new client, it’s a good idea to meet (virtually or in person) to establish a relationship and ensure that you agree on project details, payment, and deadlines. Also, clients who you develop positive working relationships with are much more likely to recommend your services to others.

Mid-way through the project is another time you might want to have a face-to-face meeting with your client to address any concerns or ask any lingering questions. If the client hasn’t provided you with a detailed brief, this is a good time to clear up any issues and ensure the project is heading in the right direction.

Ultimately, you should ask yourself what you hope everyone will get out of a meeting before agreeing to attend one or scheduling one with a client.

What to Include in a Meeting Agenda

Once you’ve decided that a client meeting is the best course of action, what should you include in the agenda? First, determine what type of meeting it is. Is it an initial introduction meeting? Or is it a decision-making meeting before beginning a project revision? Knowing the meeting type is key to creating an efficient agenda.

After that, state the clear objective you hope to accomplish so that all participants come to the meeting knowing what to expect. For example, you may want to update the client on something related to the project or discuss your contract before signing.

Next, include the specific topics you want to cover during the meeting and estimate how long each one should take to discuss. This helps you stay focused and ensures that one topic isn’t using up too much time. 

Sample Agenda

Here’s a sample client meeting agenda that you can customize for specific clients and projects:

Date:

Time:

Participants:

Meeting Objective:

Topics For Discussion:

• In a bullet list, write the main topics you hope to address along with an estimate of how long each one will take.

Next Steps:

• Detail your next steps and when, or if, another meeting is needed.

You can also include a section for off-topic discussion items or questions, especially if your meeting includes multiple people. This ensures everyone has a chance to be heard and voice their concerns.

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