Crafting Prospect Management Meetings People Actually Want to Attend

by Ruthie Giles for Staupell Analytics Group

We've all been there - the moment someone suggests scheduling a meeting, and everyone collectively groans. But why is that? The truth is, meetings themselves aren't the problem; it's bad meetings that give all meetings a bad reputation.

Let's dive into the common traits of bad prospect management meetings and how we can transform them into productive, engaging sessions that people actually want to attend.

The Common Culprits of Bad Meetings

1. Lack of Clarity: Have you ever left a meeting wondering what it was all about? That's a classic sign of a poorly organized meeting. When there's no clear purpose or agenda, discussions can go off the rails, leaving participants confused and frustrated.
2. Going Through the Motions: Some meetings feel like they're happening just because they're on the schedule. These are the ones that could have easily been an email.
3. The "Update" Circle: My personal least favorite is the meeting where everyone sits in a circle (or these days, on a Zoom call) and takes turns sharing what they've been working on. While it might seem helpful, it's often an inefficient use of everyone's time.

The Cost of Meetings

Before we talk about solutions, let's consider the real cost of meetings. If you calculate the time spent in recurring meetings - weekly, monthly, or quarterly - you might be shocked. For instance, a weekly one-hour meeting with 10 people making $25/hour costs your organization $13,000 a year. That's a significant investment, and it doesn't even account for benefits and other overhead costs.

Creating Ideal Prospect Management Meetings

So, how do we transform our meetings from time-wasters to productive sessions? Here are some key elements of an ideal meeting:

1. Clear Purpose: Every meeting should have a clearly stated purpose and desired outcomes. Communicate these in advance so everyone knows what to expect.
2. Tailored Agenda: Don't reuse the same agenda over and over. Create a specific agenda for each meeting that aligns with its purpose.
3. Right Participants: Only invite people who need to be there. Time is a valuable resource, and unnecessary attendees cost your organization money.
4. Defined Leadership: It should be clear who's leading or facilitating the meeting.
5. Actionable Outcomes: Participants should leave with clear takeaways and next steps.

Types of Effective Meetings

Understanding the purpose of your meeting can help you structure it more effectively. Here are four common types of meetings:

1. Information Sharing: These meetings are great for conveying big ideas, facts, or instructions to a large group. Use visual aids to keep it engaging.
2. Problem Solving: These collaborative sessions are designed to analyze and resolve specific challenges. Invite people with the right knowledge and expertise.
3. Brainstorming: These meetings foster innovation and creativity. Invite diverse perspectives and be sure to document all ideas.
4. Decision Making: These more formal meetings are for finalizing plans or policies. Ensure you have the right decision-makers present.

Final Thoughts

Remember, your meeting agenda is like a blueprint - it guides the entire process. Share it in advance so participants can prepare and understand their roles.

By being mindful of the type of meeting you're holding, who needs to be there, and what you want to achieve, you can transform your meetings from dreaded time-wasters to productive, engaging sessions that actually move your work forward.

So, the next time you're about to schedule a meeting, pause and ask yourself: Is this necessary? Who really needs to be there? What do we want to achieve? Your colleagues (and your budget) will thank you.

For a deeper dive into the Giles Method for creating prospect management meetings that people actually want to attend, watch the replay of our Water Cooler Chat here .

Need personalized assistance in identifying gaps and overcoming obstacles in your prospect management program? Schedule a one-on-one coaching call today.