Effectively manage project status meeting with client

As a Project Manager, it’s very important and key aspect that is project status meeting with client.

It’s a time to gain client’s trust and keep their interest in project with the effective presentation of healthy project status. Client can know the progress of the Project and maintain their mind positive for the output.

Some tips we can follow to accomplish it successfully as follows:

1.      Proper Project meeting plan

Always it’s handy to make a Project meeting plan before the meeting with client. Project Plan can include:

1.      Meeting Agenda

2.      Meeting’s time schedule

3.      Actual requirements for meeting

2.      Review the Project modules

Good project manager arrange a meeting with team before client meeting. Discuss with team members for each task and glance through the progress of tasks so no any surprise come during meeting with client. If different project modules are handling by different project member then its very important to integrate the code properly and test it before meeting.

3.      Prepare meeting agenda

Project manager make clear and precise meeting agenda for meeting.

Make a bullet point wise agenda to progress meeting point to point. That will help you to drive your meeting on proper road map with accurate time schedule.

4.      Time management

Key point of the meeting is sharp time. Always start meeting on right time. Try to complete meeting with in some limited time. Long meeting can make client bore and gradually decrease the interest in discussion. Better to arrange separate session for different type of meeting agenda.

5.      Always be on the track

Good project manager always try to keep himself or the client on the track. Don’t loss the focus from meeting agenda. Keep some pictorial presentation to wrap up some complex points on time. Try to explain client about main key points of the project.

Some client can share other story also in meeting. You cannot cut the client in between the talk but at least try to keep them on the track.

6.      Make note of important suggestions

Make a note for important suggestions and any required feedback of client. Its very necessary to note down each point of meeting so after meeting you can review it whole team. If possible, record the meeting with any recording tool you have available. It will be very helpful to listen it if any point missed during meeting.

7.      Clear and perfect answers

Try to give very clear and proper answer to the client whenever required. Effective communication can impress the client and keep their interest in meeting. Don’t hesitate to say No if anywhere necessary. It will show a decision power of yourself to client. If you say yes to anything initially and then say No then it can confuse the client about your decision ability.

8.      Thanks to client

Finally, at the end of the meeting thanks the client for their time and ask them about if they any doubts to share with us. This will give client a more satisfaction and interest.

Inform the client that you will be always in touch with them. If they have any query anytime they can contact you.

9.      Minutes of Meeting

After the meeting, make “Minutes of meeting” from all those points that you had note down in meeting and email the client for their reference. Try to define due date of each action in MOM to make client confident about next delivery.

10.  Be confident and positive

This is very important in any meeting with client or at any stage in your successful career to be confident and trust on yourself. Always trust on your ability and confidently communicate with anybody. Where ever you are in your life, positive trust and confident nature can carry you towards success.

“Believe you can and you’re halfway there.”

--- Theodore Roosevelt