Strategies for Managing Multiple Clients in Meetings

A PM at Google asked me how I managed 30+ stakeholders. 'More meetings?' Wrong. Here's the RACI framework that cut my meeting load by 60% while increasing influence. 1/ 𝙍𝙚𝙨𝙥𝙤𝙣𝙨𝙞𝙗𝙡𝙚 𝙫𝙨 𝘼𝙘𝙘𝙤𝙪𝙣𝙩𝙖𝙗𝙡𝙚 Most PMs drown because they invite everyone who's "interested." Instead, split your stakeholders into: - R: People doing the work - A: People accountable for success 2/ 𝙏𝙝𝙚 𝘾𝙤𝙣𝙨𝙪𝙡𝙩𝙖𝙩𝙞𝙤𝙣 𝙏𝙧𝙖𝙥 Stop asking for approval from everyone. Create two clear buckets: - C: Must consult before decisions - I: Just keep informed of progress 3/ 𝘿𝙤𝙘𝙪𝙢𝙚𝙣𝙩 > 𝙈𝙚𝙚𝙩𝙞𝙣𝙜 For "Informed" stakeholders, switch to documented updates. They'll actually retain more than in another recurring meeting. 4/ 𝙏𝙝𝙚 𝙈𝙖𝙜𝙞𝙘 𝙋𝙝𝙧𝙖𝙨𝙚 "𝗜𝗳 𝘆𝗼𝘂'𝗿𝗲 𝗻𝗼𝘁 𝗱𝗶𝗿𝗲𝗰𝘁𝗹𝘆 𝗿𝗲𝘀𝗽𝗼𝗻𝘀𝗶𝗯𝗹𝗲, 𝗽𝗹𝗲𝗮𝘀𝗲 𝗳𝗼𝗿𝘄𝗮𝗿𝗱 𝘁𝗵𝗶𝘀 𝘁𝗼 𝘁𝗵𝗲 𝗿𝗶𝗴𝗵𝘁 𝗽𝗲𝗿𝘀𝗼𝗻. 𝗧𝗵𝗮𝗻𝗸 𝘆𝗼𝘂 𝗶𝗻 𝗮𝗱𝘃𝗮𝗻𝗰𝗲." Use this in every email. Watch the right people emerge. 5/ 𝘼𝙥𝙥𝙧𝙤𝙫𝙖𝙡 𝘼𝙧𝙘𝙝𝙞𝙩𝙚𝙘𝙩𝙪𝙧𝙚 Build your approval flows around your R&A stakeholders only. Everyone else gets strategic updates. --- This isn't about excluding people. It's about respecting everyone's time while maintaining momentum. If you found this framework helpful for managing stakeholders: 1. Follow Alex Rechevskiy for more actionable frameworks on product leadership and time management 2. Bookmark and retweet to save these tactics and help other PMs streamline their stakeholder management

Frequent back-to-back meetings leave FAs with no room to breathe. Last week, I talked with one of our customer firms at Zocks. Here are 3 ways they’re using our tool to optimize their operations and increase customer satisfaction: Before using our software: - More often than not, their FAs book back-to-back meetings with multiple customers to onboard them or sort out any issue - Every meeting had a set time limit (45-90 min), which made it tough to cover everything on the agenda in many cases - As FAs need to go through all key points with their customers, they want to schedule follow-up calls ASAP The problem: - Most FAs don’t get a chance to schedule their follow-up meetings right after a session since they’re already preparing for the next meeting or dealing with other issues.  - It’s also tough to prepare for follow-ups when they’re constantly moving in and out of meetings, and other clients often reach out with important questions or issues during the day. - Worst of all, with so many clients, it became nearly impossible to keep track of everything without wasting time reading through previous notes. But now, here’s what’s happening after using our software, Zocks | AI for Advisors: 1) Effortless meeting follow-up scheduling They can now book a follow-up meeting at the end of each session – with a single click. Our tool automatically updates both the FA and their client about the upcoming meeting. 2) Automation of meeting prep Their FAs found it easy to summarize which talking points were already covered in each meeting and what still needs to be addressed, so they can pick up right where they left off in the next call. FAs don’t need to flip through their old notes before or during meetings and accidentally repeat questions (which is common, but also frustrating for customers). And since the whole prep process is now automated, FAs can quickly work with more customers. 3) Aggregation of Information Across Multiple Meetings The last cool thing they shared is that FAs can access data from past meetings and ask relevant questions like, “What did the client mention about XYZ?”. Now, FAs aren’t limited to a meeting output basis, which means they can gather insights not just from one meeting, but also from trends that emerge from multiple client meetings. This helps them create stronger plans and track important changes. To wrap it up: Not only did  Zocks | AI for Advisors streamline our customer’s operations, but it also made their clients happier. As a universal rule, if you: - Follow up quickly - Prevent customers from repeating themselves - Understand your clients’ needs WAY better than they imagined You’ll have satisfied customers who will stay with your firm for a LONG time. Agree? Disagree?

If you fumble the room, you lose the deal. One of my coaching clients had a big meeting coming up: Multiple stakeholders. Six-figure potential. One shot to get alignment or risk the deal stalling out. Here’s how we prepped: 1️⃣ Mapped the room – Who’s who? What does each person care about? Who’s the real decision-maker, and who just thinks they are? 2️⃣ Built a business case – Clear ROI story, tailored to each persona. Product came last. Their priorities came first. 3️⃣ Prepped for pushback – We anticipated objections and wrote responses they could deliver with confidence (not defensiveness). 4️⃣ Assigned roles – Everyone knew when to lead, when to listen, and how to close strong. 5️⃣ Practiced the open and the close – Because that’s where deals are won or lost. They didn’t just “get through” the meeting. They earned trust. They moved the deal forward. And they walked out with a champion.