10 Steps to Create a Productive Meeting Agenda
You land a meeting with your dream event client and you’re really excited about it, but you’re worried because you don’t know how to prepare a productive meeting agenda that makes you look like a pro.
I ran into this when a client asked me to meet them to discuss an event proposal I had submitted. This client ran two large events per year and it was an amazing opportunity for me to get regular business and to expand my client base.
For this meeting, I knew my main objective was to get hired but I needed to prepare for this (very important) meeting because I knew they’d be asking me questions about my experience, how I could help them plan and manage their two events, and how to help them grow the (overall) event too.
I was worried because my website wasn’t ready and I didn’t feel like I was as polished as I needed to be to showcase my event skills and talents.
It’s easy but more stressful to go with the flow and cross your fingers hoping that it’ll all work out. And, preparing a step-by-step meeting agenda shows your clients that you’re a professional, it allows you to bring up important ideas so your clients see how you’ll help them with their event, and preparing with a meeting agenda helps you stay calm!
A meeting agenda is a plan that outlines what topics you’ll discuss (and in what order) during your meeting.
The goal of creating a meeting agenda is to keep you on track and inform your event clients of the topics that you’ll cover during your meeting.
It’s a good idea to send your client the agenda prior to the meeting so they can add items (and you can prepare) before you meet them.
Today’s episode of EventPlanning BlueprintTV is perfect if you have an important client meeting and you need a step-by-step system to prepare your meeting agenda. It’s the perfect checklist to plan any meeting agenda.
(Beware: in this video, the Aussie sun was so bright it’s hard to see me and the Australian birds have A LOT to say about this topic too!)
10-point checklist to create your meeting agenda:
- Create your meeting agenda early. Don’t wait until the last minute to prepare your agenda. Getting started early gives you time to prepare an outline, make changes or updates, and gives you time to create a professional document in PDF or PowerPoint (include graphics).
- Define your objective. What will be discussed in the meeting? This should be clearly stated at the top of the agenda.
- Do your research. Get to know your client before meeting them by looking at their social media profiles, Googling them and by asking friends (or friend of friends!) that work at the organization about their organization. Understand what’s important to your clients.
- Allow time for each agenda item. This isn’t always the easiest task but it’s important to prioritize your agenda items.
- Create a win-win situation by adding value and showing your clients how your services benefit them. By simply creating a document that lists all the ways your event expertise will benefit them, it shows the client that you’re prepared and a professional.
- Don’t do all the talking! Listening to your event clients allows them to share their vision and for you to learn more than if you do all the talking.
- Leave time at the end of the meeting for attendees to get clarification on agenda points and ask questions.
- Before you end your meeting, decide your next steps. Will you meet again to discuss the event further or does the contract need to be signed, for example?
- After the meeting, send a handwritten thank you note to leave a good impression.
- Follow up. This step is really important and often what event planners skip, but a simple email or phone call can remind your client of your meeting, allow them to ask more questions, and it shows you’re interested and on your game.
I’d like to hear from you.
How do you prepare a productive meeting agenda? Do you find it helps or hinders your meetings and why?
Let me know in the comments below!
Remember, I love hearing your thoughts and insights, and you help our entire community when you share your experiences, but links to outside posts and videos are seen as SPAM and are deleted.
As always, thanks for reading and sharing,