Meeting report with clients: how to structure it properly.

Did you just have a very positive meeting with a potential client? Not so fast!

Before celebrating, you'd better make a report of the conversation you just had.

This will allow you to remember details discussed later on, re-engage your prospect by email, and share information with your team.

Here's how to properly write and structure your meeting reports.

The benefits of commercial meeting reports.

Salespeople have already incorporated the habit of taking notes during each of their client meetings.

A meeting report is simply a more organized and systematic way of taking notes. It's a more presentable and clear way to convey the information gathered during conversations.

And it has multiple benefits:

For the client:

• Reminding them of the pain points discussed and your value proposition.
• Providing arguments to relay internally.
• Encouraging action.

For you and your team:

• Memorizing and documenting your exchanges in your CRM.
• Reporting your results and activities to your manager.
• Following up on actions with relevant team members.

You have good reasons to incorporate this practice into your sales routine or that of your team.

You can make it a ritual to share your meeting reports on your CRM so that each salesperson stays up to date on their progress. This ensures that information circulates to the right place at the right time!

A typical example of a meeting report with a client/salesperson

The principle of a meeting report is to get straight to the point. Your readers should know the stakes and outcomes of your conversation in a few lines

And this is also the case for a commercial meeting report.

You want to make sure to present the ins and outs of the exchanges that lead to progress towards a deal.

Here is a well-structured meeting report template - to be adjusted depending on whether you are addressing your prospect or your team:

Brief description of the company

What is the size of the company? The size of the team involved?

What is the growth trend of the company? The market it operates in?

The current movements driven by the management?

Pain points

What are your prospect's current objectives? What are the barriers to achieving these objectives?

What tools and infrastructure are used? And what are their limitations?

What emotions does your prospect feel about this? Frustration, impatience, fear?

Value proposition

What is the main value proposition that you have highlighted? Time savings, performance, security, etc.?

What are the characteristics of your product/service that you have explained?

What are the similar customer references and cases that you have mentioned?

What price range did you propose?

Objections raised

How did your prospect react to your value proposition?

Did they mention competitors? If so, which ones? What was your response?

Did they comment on your price? How did you justify it?

Did they mention external issues? Lack of time, budget, skills?

Did they question your company or product? What is their basis for judgment?

Decisions made

At the end of this exchange, what is the decision that you have made jointly?

Have you agreed to send a quote, set up a demo, another meeting to discuss specific points, or a decision delay to a later time?

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Additional details for your team

Who is the decision maker? The end-user? A potential sales ally?

What were the remarks, speech elements, or reactions that surprised you?

Noota: Automate your meeting reports

Creating a comprehensive meeting report for every interaction is time-consuming and tedious. That's why, at Noota, we've developed a tool that simplifies the creation of meeting reports.

It allows you to:

• Structure your exchanges with predefined question guidelines.
• Transcribe your entire conversation with a meeting recorder.
• Automatically summarize your conversation by subject using AI.

Do you want to generalize the practice of meeting reports in your team? Try Noota for free.