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How do you follow up with clients after a meeting, event, or project as an EA?

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As an executive administrative assistant (EA), you play a crucial role in building and maintaining relationships with clients. One of the most important aspects of your job is to follow up with them after a meeting, event, or project to ensure their satisfaction, address any issues, and identify opportunities for future collaboration. In this article, you will learn how to follow up with clients effectively and professionally as an EA.

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1 Plan ahead

Before the meeting, event, or project, you should have a clear idea of what the goals and expectations are, and how you will measure the outcomes. You should also prepare a follow-up strategy that aligns with the purpose and scope of the interaction. For example, if you are organizing a webinar for potential clients, you might want to send them a thank-you email with a recording of the session and a call to action to schedule a consultation. If you are supporting a project delivery for an existing client, you might want to arrange a feedback meeting and a testimonial request.

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Pilar Cucalon Robles

Executive Business Partner to EMEA President
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One thing worth remembering when planning ahead is that it creates a mindset for success, since you are thinking of the best possible outcome of a specific project, meeting or task. It also helps for efficient decision-making and it is intrinsically linked to predictability, making you a reliable, confident and efficient professional. Planning ahead increases proactivity and equips you to face challenges positively.

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Jeferson Almeida

Secretário Executivo SRTE 0052464/SP | Assessoria Executiva | Gest?o de Agenda | Facilities | Family Office | RH | Organiza??o de Eventos e Viagens | Customer Experience
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As an executive assistant, post-meeting, event, or project follow-up is crucial. Practices include sending thank-you emails, summarizing events and agreed-upon actions, monitoring task progress, seeking post-project feedback, scheduling regular follow-ups, maintaining detailed records, sharing promised resources, proactively communicating, conducting satisfaction surveys, and continually assessing for adjustments.

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2 Act promptly

Timing is key when it comes to following up with clients. You don't want to wait too long and risk losing their interest or attention, but you also don't want to appear pushy or desperate. A good rule of thumb is to follow up within 24 hours of the meeting, event, or project, or as soon as possible after that. This shows that you value their time and input, and that you are eager to continue the conversation. You can use a variety of methods to follow up, such as email, phone, text, or social media, depending on the client's preference and the nature of the interaction.

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Kay Higgins

Chief of Staff at YgEia3 | 30+ Years of Leadership & Operational Expertise in Driving Organizational Success"
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Following up with clients after a meeting, event, or project as an EA is an essential part of maintaining a positive and professional relationship with them. Here are some tips on how to follow up effectively: Send a thank-you email: Within 24 hours of the meeting, event, or project's conclusion, send a personalized thank-you email to the client. Mention specific points from the meeting or event that were particularly productive or noteworthy and thank them for their time and contributions. Overall, following up with clients as an EA is a critical part of maintaining a strong professional relationship with them.

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3 Be personal and professional

When you follow up with clients, you should always use a personal and professional tone that reflects your brand and your relationship with them. You should address them by name, thank them for their participation or collaboration, and highlight the key points or outcomes of the meeting, event, or project. You should also express your appreciation for their feedback, questions, or concerns, and provide any relevant information or resources that they might need. You should avoid using generic or automated messages that might sound impersonal or insincere.

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Medlene Ogueri

Executive Assistant for High-Achieving Coaches, Founders & Consultants || I help You Streamline Operations, Save Time & Grow Your Business Through Virtual Administrative Support
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This is where I become a friend not just a business associate, be genuinely interested in knowing how it went for them, their questions, concerns are addressed and taken seriously

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4 Provide value and action

The main purpose of following up with clients is to provide value and action. You want to demonstrate how you can help them achieve their goals, solve their problems, or improve their situation. You also want to encourage them to take the next step in the process, whether that is signing a contract, booking a meeting, making a purchase, or referring a friend. You should always include a clear and specific call to action in your follow-up message, and explain the benefits and urgency of doing so. You should also offer to answer any questions or concerns they might have, and invite them to contact you at any time.

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Veronika Zotochkina

Senior Executive Assistant at Ada
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Whether we've booked a client discovery meeting or a regular client touch point, you always want to ensure that both parties take value out of it. We strive to share all materials before the meeting so that the teams can review them ahead & don't end up spending any time reviewing them during the session. In-person time is precious and should be used for questions and action-driven conversations as well as important relationship-building. In the follow-up email, I also love to include a short summary of key takeaways from the meeting. It helps trigger everyone's memory for all follow-up meetings.

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5 Track and measure

To ensure that your follow-up efforts are effective and efficient, you should track and measure the results. You can use tools such as email marketing software, CRM systems, or analytics platforms to monitor the open rates, click-through rates, conversions, and feedback of your follow-up messages. You can also use surveys, polls, or reviews to collect client satisfaction and testimonials. By tracking and measuring the results, you can evaluate the impact of your follow-up strategy, identify what works and what doesn't, and optimize your approach for future interactions.

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6 Build and nurture

Following up with clients is not a one-time activity, but an ongoing process of building and nurturing relationships. You should not stop communicating with them after they take the desired action, but continue to provide value and support throughout their journey. You should also look for ways to stay in touch and keep them engaged, such as sending newsletters, updates, tips, invitations, or rewards. By building and nurturing relationships with clients, you can increase their loyalty, retention, and referrals, and grow your business as an EA.

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Medlene Ogueri

Executive Assistant for High-Achieving Coaches, Founders & Consultants || I help You Streamline Operations, Save Time & Grow Your Business Through Virtual Administrative Support
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I usually create a list of clients and schedule to send a personalized message once every month it could be a celebratory message, it could be a welfare message depending on the data I gathered about the client. I do this not only because of work but that's how you build strong bond, relationship and business presence in the minds of your client

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7 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?

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How do you follow up with clients after a meeting, event, or project as an EA?

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1 Plan ahead

2 Act promptly

3 Be personal and professional

4 Provide value and action

5 Track and measure

6 Build and nurture

7 Here’s what else to consider

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