Repetitive customer and prospect calls
Repetitive customer and prospect calls
Erin has calls with new clients regularly every week. The collaborative accountability of AlignMeeting helps her along the meeting routine and provides an environment for the customer to be apart of the process. The customer responses are documented for all parties to see and move on with the next steps.
However, Erin doesn’t want to build the meeting content over for every call and would like to refer to a template.
While AlignMeeting is in process of developing a formal template system, this document will walk you through the process to refer to a base meeting at you use for each customer meeting instance.
You will create a meeting ahead like any other scheduled meeting that becomes a template. Then when you setup and schedule customer meetings you’ll reset that meeting to refer to the content from the template. For the following process, you’ll need to be logged into your AlignMeeting account. You’ll be working from your meeting list
From you’re AlignMeeting dashboard (once you’re logging into your account), create a meeting ‘Schedule a Meeting’. This meeting will become you’re template for other meetings to use as the base for topics and content.
Some key points for this meeting:
When complete, click ‘Schedule Meeting’.
The meeting will open in preparation mode. Please notice the middle top header.
As you begin all the agenda topics you first defined will show on the meeting board with no content. Please click into each topic and add relevant talking points and questions.
Suggestion. Use leading questions for the customers to respond and answer. In the actual meetings encourage them to participate in the meeting board with their responses. As their contributions will show at the time will appear in their attendee color.
Adjust the content as needed adding images if appropriate. You may come back this multiple times to revise.
If you do revise the template, it will impact any meeting that have yet to be run (even if it’s defined and scheduled).
The color designations during preparation just helps you see each person’s changes if you’re editing simultaneously. Once saved it will be revealed in black when you run the meeting.
Click ‘Save & exit’ to finish this step.
When you’re going to have a meeting with a new customer, set up a new meeting as normal. Use ‘Schedule a Meeting’ on top of your meeting list. There are two options to schedule a meeting depending on how you’re sharing the AlignMeeting with the customer.
This example assumes you’re using AlignMeeting to schedule the meeting, sending the customer the meeting email along with the calendar invite.
Within the New Meeting window enter all the information as usual including the agenda topics. It’s these topics that will be sent in the email. However, the template will actually be used as the real agenda.
In this option, the scheduling ahead and putting it on each other’s calendar is handled outside of AlignMeeting. This option assumes you’ll bring the customers into the AlignMeeting session during your conversation.
As there is nothing you need to send the customer ahead you can enter minimal information within the New Meeting window. Name and date the meeting. You don’t need an agenda, as you’ll refer to the template.
Before you run the customer meeting you must change the base content to that of the template.
While not glamorous, this is where the magic happens.
From the meeting list, single click the template meeting. The options will dropdown for the meeting. Select ‘Edit Setup’.
Change the dropdown field ‘Story’, select the template to use for your customer call.
Click ‘Save’ at the bottom.
From the meeting list dropdown, select ‘Start Meeting’. An intermediate ‘kick-off’ window is displayed. This provides a holding area where you can see if other attendees have joined before kicking off the meeting. This is optional for your needs. To kick-off the meeting simply click the green arrow play button.
The main difference when running a scheduled meeting is your ability to place topics on the meeting board as needed (not overwhelming with all the content at once).
Now on the menu bar you can:
You can only place a topic once on the meeting board. It shows gray in the list once it’s placed.
Once the template has been assigned to your meeting you cannot do any additional prep to the meeting. Doing so will modify the base template for that and any future meeting.