Learn how to best plan for your client meetings with a pre-call planning template. By properly preparing for your meetings, you'll increase productivity, build better relationships, identify potential objections, and save time. Discover how to title, write, and structure your notes effectively and improve your sales pitches with LiveAgent's CRM and universal inbox features.
Feeling unprepared for your client meetings? If so, you’re not alone.
Many business owners don’t take the time to properly prepare for their meetings, which can lead to a lot of wasted time and energy.
Today, we will discuss how to best plan for your prospective client meetings so you’ll be able to get the most out of each one.
By taking the time to properly prepare for your meetings, you’ll be able to make each one as productive and efficient as possible. Pre-call planning allows you to build better relationships with your clients as you will have a better understanding of their needs.
With pre-call planning, you can identify any potential objections that your clients may have and address them before the meeting. Even though pre-call planning may take some extra time upfront, it will save you time in the long run by eliminating unproductive meetings.
When you’re pre-call planning, it’s important to have a clear and concise note-taking system. One way to do this is by titling your notes with the date and time of the meeting, as well as the name of the client. This will help you to keep track of your meeting notes and get you prepared for each meeting.
You will likely have to filter through many templates associated with various clients or projects, so titling your notes with the date can help you to quickly identify which ones are associated with each meeting.
And, since you’re sending them out to your team, colleagues, sales team, or even just yourself, it would be beneficial to have the meeting title in the subject line of the notes so everyone can easily find them afterward.
Pre-call planning doesn’t have to be complicated. In fact, it can be as simple as creating a list of key questions that you want to ask your clients. By having one you’ll be able to ensure that each meeting is focused and productive.
Start with the purpose of the call. What are you hoping to accomplish and how to do it? This will allow you to identify the main objectives of the call and focus every question on achieving these objectives.
Create an agenda. What topics do you want to discuss during the call and why? This will help to keep the meeting on track and prevent you from getting sidetracked by other topics.
Prepare some background information on the client. This can include anything from their company history to their current projects. You should also list questions that your potential client may have. By having this information, you’ll be able to better understand their needs and how you can assist them.
Make a list of questions that you want to ask the client, which could be anything from clarifying their needs to understanding their budget. This will contribute to keeping the meeting focused and productive.
Finally, set up summary goals for the meeting. What do you hope to achieve by the end of the call? This will allow you to measure the success of the meeting, as well as identify the next steps in the process.
[Client’s Name]
[Date of Call]
The objective of the call: to discuss the possibility of working together on [Project Name].
Agenda:
• introductions
• discuss project scope
• questions and answers
Background information on the client:
[Client’s company] is a [company size] company that specializes in [industry]. They are currently working on a [project type] project called [Project Name].
Questions for the client:
• What is your budget for this project?
• What is the timeline for this project?
• What are your objectives for this project?
Summary goals for the meeting:
By the end of the meeting, we will have a clear understanding of the project scope and objectives. We will also have an understanding of the client’s budget and timeline.
Next steps in the process:
• send a proposal to the client
• schedule a follow-up meeting to discuss the proposal
[Date of Call]
[Client’s Name]
The objective of the call: new arrangements for [project]
Agenda:
• introductions
• current situation
• questions and answers
Background information on the client:
[Company name] has been our client for [time period]. They are currently working on a [project type] project and would like to change the [project details].
Questions for the client:
• How should we proceed with the changes?
• Which team members should be involved in the project?
• What is the timeline for the project?
Summary goals for the meeting:
By the end of the meeting, we will have a clear understanding of how to proceed with the changes and which team members should be involved. We will also have an understanding of the timeline for the project.
[Client’s Name]
[Date of Call]
The objective of the call: to get the client to sign up for our [product/service]
Agenda:
• introductions
• presentation of [product/service]
• questions and answers
Background information on the client:
[Client’s company] provides [industry] services to [target market]. They are currently in the process of expanding their business and are looking for new [product/service] providers.
Questions for the client:
• Which features are you looking for in a [product/service]?
• What is your budget for this [product/service]?
• When do you need this [product/service] by?
Summary goals for the meeting:
By the end of the meeting, we will have a clear understanding of the client’s needs and requirements. We will also have an understanding of their budget and timeline.
Next steps in the process:
• send a proposal to the client
• schedule a follow-up meeting for onboarding
[Client’s Name]
[Date of Call]
The objective of the call: discuss possible solutions for [existing project]
Agenda:
• introductions
• current situation
• questions and answers
Background information on the client:
[Client’s company] delivers [industry] services to [target market]. They are currently working on a project called [Project Name] and are facing some challenges. They were a client of ours previously, and we successfully completed a project called [Past Project Name].
Questions for the client:
• What are the challenges you are facing with the current project?
• Do you have a budget for the new project?
• Which team members are working on this project?
Summary goals for the meeting:
By the end of the meeting, we should get a clear understanding of the challenges the client is facing in sending a proposal. We will also know about the client’s budget and timeline.
Next steps in the process:
• sorting out the renewal of the collaboration
• gathering more information about the project during the debrief
[Client’s Name]
[Date of Call]
The objective of the call: to provide a proposal for [Project Name]
Agenda:
• introductions
• presentation of proposal
• questions and answers
Background information on the client:
[Client’s company] is a leader in the [industry] industry. They have been our client for [X] months/years, and are thinking of upgrading their [product/service].
Questions for the client:
• What are your thoughts on the proposal?
• Do you have any questions about the proposal?
• When would you like to start the project?
Summary goals for the meeting:
By the end of the meeting, we should have a few more details established about the project. We will know when they would like to start and have an idea about their thoughts on the proposal.
Next steps in the process:
• send a contract to the client
• schedule a meeting for signing the contract
[Client’s Name]
[Date of Call]
The objective of the call: to sign the contract for [Project Name]
Agenda:
• introductions
• review of the contract
• questions and answers
Background information on the client:
[Client’s company] is a leader in the sector of [industry]. They have been our client for [time period], and we have completed a few projects together during that time. The most recent one was called [Project Name].
Questions for the client:
• Do you have any questions about the contract?
• When would you like to start the project?
Summary goals for the meeting:
By the end of the meeting, we will have a signed contract for the project. We should also know when they would like to start the project.
Next steps in the process:
• send a welcome pack to the client
• schedule a kickoff meeting with the client’s team
• send an email to the team with background information
[Client’s Name]
[Date of Call]
The objective of the call: to kick off [Project Name]
Agenda:
• introductions
• review of project goals
• questions and answers
Background information on the client:
[Client’s company] is a leader in their industry, with a focus on [target market]. They have been our client for a few years, and we have completed several different projects together.
Questions for the client:
• How could we improve our collaboration?
• Do you have any questions about the project goals?
Summary goals for the meeting:
By the end of the meeting, we should have a clear understanding of the client’s expectations. We will also know what their thoughts are on how we can improve our collaboration.
Next steps in the process:
• send a thank you email to the client
• schedule regular check-in calls with the client’s team
• begin work on the project deliverables
In terms of pre-call sales planning, there are a few key things you should always do before hopping on a call with a prospective client. This includes:
Pre-call planning is an essential part of the sales process that can help you get the most out of your prospective client meetings. By taking the time to research your prospects, understand their needs, and develop a solid plan for the meeting. You will increase your chances of making a successful sale.
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The goal is to prepare for sales meetings with prospective clients. This includes researching the client, their needs, and the industry they operate in. Pre-call planning also involves developing a whole sales call strategy with relevant questions and other activities supporting sales efforts, all for efficient sales calls and overall business activities.
You will be better prepared to sell your products or services. This is because, during your sales conversation, you will have a better understanding of the client’s needs and how you can help solve them. Additionally, pre-call planning allows you to build rapport with the prospect and establish trust.
Before hopping on a call with a prospective client, each sales professional should create a sales plan including what kinds of questions to ask and what conversation starters should work best. Be sure to review your proposal and have a clear understanding of the client’s budget and timeline. Finally, develop an irresistible sales pitch.
There are a few key components: make sure sales reps are clear on the purpose of the meeting and what they hope to achieve. Do your research ahead of time so that you can be prepared for anything that comes up in the buying process, and follow up with the client after the meeting to thank them for their time. Send them any additional information they may find helpful, and ask any key questions that weren’t addressed during the sales call.
You can, but it’s not necessary. If you have any additional information that would be helpful for the meeting or the entire sales strategy, feel free to include it in your template. However, attachments are not required and can be sent separately if required.
No, pre-call planning templates can be as long or as short as you want. The important thing is that they include all of the necessary information to prepare for a successful meeting. Sometimes, shorter is even better because it can be easier to digest all of the information in your sales cycle.
One of the most frequent is salespeople not doing enough research on the client. This can lead to coming into the meeting unprepared and not having a clear understanding of their needs. Another mistake is not having a solid plan for what to do after the meeting, which can result in lost opportunities. Prepare some open-ended questions that you can use for your follow-ups to dispel any doubts or common objections.
Businesses can use sales promotions to increase customer loyalty, attract new customers, and boost short-term sales. Pre-sale emails are an effective way to maximize the potential of these promotions. It's important to inform customers about upcoming sales at the right time and consider the size of the discounts offered.
The given text includes phrases for various situations encountered in chat-based marketing interactions. These situations include offering complementary products or services, providing discounts, requesting additional information, putting customers on hold, transferring to specialized agents, apologizing for issues, and thanking customers at the end of the chat session.
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