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Quarterly Business Reviews (QBRs) are crucial for maintaining strong client relationships and ensuring that your business strategies align with your clients' needs. However, there are times when clients can't attend these meetings. In such situations, it's important to have a plan in place to make the most of your Quarterly Business Reviews (QBRs).
Here is what to do if your clients can't attend your Quarterly Business Reviews (QBRs):
1.Communicate Early
As soon as you learn that a client won't be able to attend scheduled Quarterly Business Reviews (QBRs), initiate communication. Reach out to them promptly and express your understanding of their situation. It's essential to maintain a professional and empathetic approach.
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2.Reschedule
Consider rescheduling Quarterly Business Reviews (QBRs) to a date and time that works for both you and the client. Be flexible and accommodating, showing that you value their participation and input. Ensure you provide enough lead time for preparation.
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3.Offer Alternative Meeting Formats
If rescheduling is not feasible, explore alternative meeting formats. Consider the following options:
-Virtual Meeting: Utilise video conferencing tools to conduct Quarterly Business Reviews (QBRs) virtually. This allows clients to join the meeting from wherever they are, reducing the need for physical presence.
-Split the Meeting: Divide Quarterly Busisness Reviews (QBRs) into two parts if a client can only attend a portion of the scheduled time. Focus on the most critical discussions during their available timeframe.
-Delegate a Representative: If the client is unable to attend due to their schedule, suggest they delegate a representative who can attend on their behalf. Make sure this representative is well-informed and can contribute meaningfully to Quarterly Business Reviews (QBRs).
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4.Provide Meeting Documentation
Whether you reschedule, opt for a virtual meeting, or delegate a representative, it's crucial to provide comprehensive documentation to your client. This documentation should include:
- Meeting Agenda: Share the agenda for Quarterly Business Reviews (QBRs) in advance. This ensures the client knows what topics will be covered and can provide input or questions beforehand.
- Meeting Minutes: Record detailed meeting minutes that summarise the key discussion points, decisions made, action items, and any insights shared during the Quarterly Business Reviews (QBRs).
- Share Reports: Send any relevant reports, data, or performance metrics that were discussed during the meeting. Visual aids, charts, and graphs can make the information more accessible.
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5.Follow-Up and Gather Feedback
After Quarterly Business Reviews (QBRs), follow up with the client to ensure they've received all the documentation and to answer any questions they may have. Additionally, encourage them to provide feedback on the meeting content and format. This feedback can help improve future Quarterly Business Reviews (QBRs) and ensure their needs are better addressed.
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Final thoughts
To summarise, when your clients can't attend your Quarterly Business Reviews (QBRs), maintaining effective communication and flexibility is key to keeping the client engaged and informed. By rescheduling, offering alternative meeting formats, providing comprehensive documentation, and gathering feedback, you can ensure that your Quarterly Business Reviews (QBRs) continue to add value to your client relationships and business partnerships.
What’s next?
Clientshare Pulse is a unique-to-market Quarterly Business Reviews (QBRs) platform that supports the creation and delivery of Quarterly Business Reviews (QBRs). The nature of the Pulse workflow allows you to attach an intro vdeo, value-adding content and assign actions to colleagues and clients. With in-built CSAT, NPS and risk analysis dashboards, Clientshare Pulse allows you to measure client sentiment and act on feedback with efficiency.
Want to know more about Clientshare Pulse and how it might be able to help you and your business? Watch the video below.
Are you already convinced by Clientshare Pulse? Get in touch with the team and book a demo.
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