What are the best practices for scheduling client meetings?

1 Plan ahead

Don't wait until the last minute to schedule your client meetings. Plan ahead and set a regular cadence for your communication, whether it's weekly, biweekly, or monthly. This way, you can avoid conflicts, confusion, and delays, and ensure that both you and your client have enough time to prepare and follow up. You can also use tools like calendars, reminders, and scheduling apps to keep track of your meetings and avoid double-booking or missing appointments.

2 Be flexible

While planning ahead is important, you also need to be flexible and adaptable to your client's needs and preferences. Some clients may prefer phone calls, while others may prefer video calls or emails. Some clients may have busy or unpredictable schedules, while others may have fixed or preferred time slots. Some clients may be in different time zones, while others may be in the same one. You need to respect and accommodate your client's communication style, availability, and convenience, and be willing to adjust your schedule if necessary.

3 Confirm and remind

Once you have agreed on a date and time for your meeting, make sure to confirm it with your client and send them a meeting invite or a calendar event. This will help you avoid misunderstandings, miscommunication, and no-shows, and ensure that both parties are on the same page. You should also send a reminder email or a message a day or two before the meeting, and include the agenda, the objectives, and the expected duration of the meeting. This will help you prepare your client for the meeting and show them that you value their time and attention.

4 Be punctual

One of the most important rules of scheduling client meetings is to be punctual. Being on time shows your client that you respect them, that you are professional, and that you are reliable. Being late, on the other hand, shows the opposite, and can damage your reputation and your relationship with your client. If you anticipate that you will be late for any reason, inform your client as soon as possible and apologize. If you need to reschedule or cancel the meeting, do so with enough notice and offer a reasonable explanation.

5 Follow up

After the meeting, don't forget to follow up with your client and thank them for their time and participation. You should also summarize the main points, the action items, and the next steps of the meeting, and ask for their feedback or questions. This will help you reinforce the value of the meeting, clarify any confusion or misunderstanding, and keep the momentum and the communication going. You should also set a date and time for the next meeting, if applicable, and confirm it with your client.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?