5 Ways to Run More Effective Client Meetings

By Deanna Perkins

Solutions Manager

Boomer Consulting, Inc.

With CPA firms evolving from compliance providers to true advisory partners, intentional client meetings are more important than ever. These conversations set the tone for trust, alignment and long-term success.

Before each meeting, ensure your team and the client understand the purpose, desired outcomes and next steps. When everyone knows why they’re there and what success looks like, the discussion flows more smoothly and produces better results.

Here are five practical tips to help your firm make every client meeting more productive and impactful.

Have a clear leader and scribe

Client meetings often involve more than one team member. Clarify roles before the meeting begins. Identify who will lead the discussion to prevent awkward silences or people talking over one another. Also, determine who will take notes so the leader can focus on engaging the client.

If you’re using Teams, Zoom or another digital platform, consider recording the meeting (with permission) to capture key details and avoid missing action items.

Set an up-front contract and agenda

An up-front contract ensures everyone attending the meeting understands the purpose, expectations and intended outcomes. It should outline what success looks like, who is responsible for what and what preparation is needed from both sides.

The approach creates accountability and helps clients see the value of your structure.

Here is an example of what an up-front contract could look like:

Hello John, Lisa and Tom,

XYZ CPA Firm is looking forward to our upcoming meeting to discuss your company’s goals. During this initial discussion, we’d like to hear a brief history of your company, where you stand today and your long-term vision. We’ll also introduce ourselves and explain the roles we’ll play if we decide to move forward together.

By the end of this meeting, we’ll have a better understanding of your needs and the services that might support them. If we mutually agree to proceed, we’ll follow up with a customized proposal outlining next steps and deliverables.

Sending this in advance through your CRM or client portal helps keep all communication in one place and signals professionalism.

Be on time and stay on track

Start and end your meetings on time. It shows respect for your client’s schedule and reinforces that your team runs an efficient process. If a discussion starts to run long, acknowledge it early and adjust your agenda priorities rather than rushing at the end. Focus on the most important items and move lower-priority discussions to the next meeting.

Building a consistent reputation for punctuality makes clients more likely to attend and engage in future meetings.

Mindfully manage the flow

Having a structured agenda is essential. Allocate time to each topic and communicate the time allocation at the start of the meeting. For example, if the meeting is expected to last 60 minutes:

Introductions – 5 minutesClient History/Current State/Future Vision – 30 minutesQuestions – 10 minutesOur Solutions – 10 minutesWrap-up and Next Steps – 5 minutes

Use technology wisely. Many firms now display the agenda on-screen or use a shared note-taking document so everyone can follow along.

Be mindful of “bunny trails” when discussions wander off-topic. In these cases, create a “parking lot” to capture unrelated but valuable ideas for future discussion. This keeps meetings efficient without dismissing client input.

End with clear next steps and action items

Every successful meeting ends with clarity. Summarize decisions, assign next steps and confirm deadlines. Discuss when the next meeting should occur and schedule it before you adjourn. If you’re sending a proposal, confirm when the client expects to receive it and when you’ll deliver it.

Follow up with a brief recap email outlining:

• Key takeaways

• Action items and responsibilities

• Next meeting date or deliverables

This follow-up prevents confusion and demonstrates accountability, which is one of the cornerstones of a trusted advisory relationship.

There are countless ways to improve meetings, but if you consistently apply these five practices, you’ll strengthen relationships and improve results. Better meetings lead to better outcomes, happier clients and a more confident team.