Writing Agendas That Help Manage Expectations

An Account Mgr in training said many of her client meetings seem to get “derailed” and have no follow up/outcome. Here’s how to capitalize on client face time & drive action.   Has this ever happened when meeting with a prospect/client?  --Your meeting questions are never fully answered and you run out of time. ---The prospect cancels you. 💡 Get more out of your client interactions by using an Up-Front Agenda. Based on Sandler sales, a UFA is a tool that salespeople use to agree with their prospect or client, before a meeting, what will take place during the meeting. It confirms the topics that will be discussed (in advance) so both parties are prepared. What are the Elements of an Up Front Agenda? 📌 Objective/purpose of the meeting 📌 Time  📌 Your objectives in the meeting 📌 The prospect’s objectives in the meeting 📌 Outcome Here is an example of a UFA, and how it could be used in conversation.  ✅ Objective It sounds like it would be beneficial for us to have an introduction and explore working together.  ✅ Time  It usually takes 30 minutes or so, depending on how many questions you may have. Why don’t we schedule 40 min to ensure enough time?  ✅ Your Objectives in the Meeting While you’ve given me some great information already, I’d like to learn about your hiring process, technology, and projects.  ✅ The Prospect’s Objectives in the Meeting I’m sure you’ll have some questions about my services, which I’ll answer for you. What topics in particular do you want to make sure we discuss during our time together? ✅ Outcome At the end of our discussion, together we’ll decide on what the next steps should be. Does that work for you? Meetings have clear outcomes & specific action items agreed upon by both parties. How do you keep client meetings on track? ---------- Add your thoughts below. ⏬   #staffing #recruiting #staffingindustry #talentacquisition I'm Kim Henderson of Cobalt Compass. Elevating Staffing Professionals through Training 📊 Driving Growth via Operational Transformation  

Everyone hates meetings because they’re the default, not the decision. ⏳ We pile people in a room to “figure it out,” with no owner, no pre-work, and a 60-minute calendar block that magically expands to fill itself. The result? Status theater, meandering updates, and nothing that actually moves. Here’s a simple playbook to make meetings not-awful (and actually useful) 🧰 Ask the killer question first: “Could this be async?” – If yes: write a 1-pager, comment in a thread, or record a quick walkthrough. Only meet if there’s real ambiguity or a decision to make. Define the outcome up front. – By the end we will: Decide X, Generate 3 options for Y, or Commit to a plan for Z. If you can’t write that sentence, you’re not ready to meet. Do the pre-work. – Send a one-pager 24 hours ahead. Start with 5 minutes of silent read so everyone begins at context, not catch-up. Invite fewer people. – 2–5 deciders + 1 scribe beats 12 spectators. Everyone else gets notes or a recording. Shorten the slot. – Default to 15 minutes. Add time only if the agenda demands it. Keep a “parking lot” for off-topic items. Assign clear roles. – DRI (owner), Facilitator (keeps time), Scribe (writes decisions), Approver (one person). Many “approvers” = no decision. Close strong. – End with: the decision, owners, deadlines, and the first next step. Ship notes within 10 minutes while context is fresh. Meeting alternatives to try this week: – Decision doc + comments – Async standup (yesterday/today/blockers) – Office hours block instead of recurring status – Living FAQ/playbook page for repeat questions – Annotated screen recording for walkthroughs Copy/paste “Meeting Brief” template: Goal: Type (Decision / Brainstorm / Kickoff / Retro): DRI: Must-have attendees: Pre-read link: Agenda with timestamps: Exit criteria (how we’ll know it worked): Risks / open questions: Next steps (owner + date): If every calendar invite had an outcome, pre-read, and a DRI, most meetings would be half as long and twice as valuable. What’s one change you’ll try this week?

How I Lead Effective Meetings as a Program Manager at Amazon. Meetings can either be a powerful tool for decision-making or a frustrating time sink. Early in my career, I struggled with unstructured meetings—great discussions but no clear outcomes. One chaotic project, where we held frequent but ineffective syncs, taught me that meetings aren’t just for talking; they should drive action. Here’s how I lead meetings now: 1️⃣ Set a Clear Agenda (and Share It in Advance) Every meeting starts with a structured agenda that includes: ✔️ Objective: What we need to achieve ✔️ Discussion topics: Prioritized for focus ✔️ Attendees: Only those necessary 📌 If an agenda isn’t clear, I challenge whether the meeting is even needed. 2️⃣ Keep Meetings Decision-Oriented Before starting, I clarify: ✔️ What decisions need to be made? ✔️ Who is responsible for next steps? If discussions drift, I refocus: “This is important but let’s table it for a separate deep dive.” This keeps meetings productive instead of open-ended. 3️⃣ Ensure Follow-Through with Clear Recaps A great meeting means nothing if action items aren’t tracked. After the meeting, I send a quick recap with: ✔️ Decisions made ✔️ Action items + owners ✔️ Next steps 📌 I also log action items in a shared tracker to ensure accountability. Bonus: Reduce Unnecessary Meetings Before scheduling, I ask: Can this be solved via Slack, email, or a written update? At Amazon, concise narratives often replace meetings—allowing for more deep work. Final Thoughts A well-run meeting aligns teams, drives decisions, and prevents wasted time. The best compliment I get? “That was one of the most productive meetings I’ve been in.” How do you keep your meetings effective? #Meetings #Productivity #Leadership #ProgramManagement #Amazon