Updated: Oct 7
In the world of professional services organizations, the key to selling and sales success is staying organized and on top of tasks. To achieve this, it is crucial to have a structured process, which includes holding critical meetings. These meetings serve as a platform to review progress, identify challenges, and plan for the future. In this blog, we will discuss the 3 critical meetings that are necessary for optimal performance in professional services organizations. Whether you are a CEO, founder, or manager, this information will be valuable in ensuring that you and your team are working at peak efficiency.
Sales Pipeline Resource Meeting
This meeting is all about keeping track of the pipeline of projects and the available resources to deliver them. This is a crucial meeting to ensure that the organization has a clear picture of its current and future workload and can plan accordingly. The team should review the pipeline regularly and allocate resources appropriately. This helps to avoid overloading any one individual and ensures that projects are delivered on time. During this meeting, the team should also assess any potential roadblocks and identify ways to overcome them.
Meeting Agenda Example
The Pipeline and Resource Meeting provides an opportunity to share good news, including:
Key performance indicators (KPIs)
Expected close dates
Forecasted skills required for presales, as well as the availability of these skills within the consulting force
The forecasted skills against the availability of the team and match the individuals to the necessary skills. This will help to create an overall resource forecast and ensure that everyone is aligned on the same page
How it helps
By bringing together the sales and delivery teams, this meeting creates alignment and helps to ensure that everyone is working together towards the same selling and sales goals. It is an essential part of any professional services organization's routine and should not be overlooked.
One common issue that arises during the pipeline and resource meeting is figuring out how to keep team members who are not currently working on a project, often referred to as being "on the bench," busy. To address this, the team should discuss potential options, such as pro bono work or reaching out to previous clients.
The meeting should encourage open debate and discussion to identify the best course of action. By doing so, the team can ensure that all relevant information is taken into account and that the best decision is made for the organization as a whole.
Additionally, it is important to identify individuals who are on the bench, so that they can be assigned new work and continue to contribute to the organization's success. This meeting serves as an opportunity to address any challenges and find solutions that work for everyone.
Business Development/Sales Meeting
This meeting is focused on generating new business and nurturing existing relationships. The sales and business development teams should come together to review their progress, discuss their pipeline, and brainstorm new ideas for securing new business. This is an opportunity to collaborate and share knowledge, so that the organization can continue to grow. The team should also discuss any challenges they are facing and come up with a plan to overcome them.
Meeting Agenda Example:
The Business Development/Sales Meeting is an opportunity for the sales team to review:
Key performance indicators (KPIs)
Tracking the progression of opportunities
Which deals are forecasted to close in the next month or quarter and identify the resources needed to make it happen.
How to make it a successful sales meeting
One important aspect of this meeting is the hard forecast, where the team will discuss the expected revenue and the opportunities that will contribute to it. This provides a clear picture of the organization's expected financial performance and helps to align everyone on the same page.
Debates and issues may also come up during the Sales Meeting, such as the presentation of a "cool deck" or the best way to highlight the benefits of the product. The team should also discuss critical competitors and their impact on the organization's success. By addressing these issues and engaging in open debate, the sales team can continue to improve and drive results for the organization.
The delivery meeting is all about ensuring that projects are delivered on time, within budget, and to a high standard. The delivery team should come together to review progress, identify any roadblocks, and make any necessary adjustments to the plan. This is an opportunity to assess the team's performance and make any necessary changes to improve the delivery process. The meeting should also include a review of customer satisfaction and a discussion of any areas for improvement. By regularly reviewing and adjusting the delivery process, organizations can ensure they are delivering projects effectively and efficiently.
Meeting Agenda Example:
The Delivery Meeting is focused on reviewing the performance of ongoing projects and is a chance for the team to review:
Key performance indicators (KPIs) from the project dashboard in the professional services automation (PSA) system
Each project's status, including its budget and workload distribution among team members
Any overdue tasks and discuss upcoming deadlines to ensure that projects are on track
The percentage of each project that is complete, so that the team can assess its progress and make any necessary adjustments
Why you need it
By regularly reviewing these metrics, the team can stay on top of any potential issues and take action to ensure that projects are completed on time and within budget.
The delivery meeting provides an opportunity for the team to discuss any challenges they are facing and identify areas for improvement. Some common issues that may come up include figuring out how to develop new skills and finding best practices for project delivery.
It is also important to consider whether there are any missing methodologies that need to be developed to improve project delivery. The meeting should encourage open debate and discussion so that the team can identify solutions that work best for the organization.
By discussing these issues, the delivery meeting serves as a platform for continuous improvement and helps the team to deliver projects effectively and efficiently.
Ensure Consistency: How To Structure These 3 Critical Meetings
While the overall structure of each meeting may remain consistent, each meeting should have its own specific metrics to track and evaluate progress. Having a dedicated notetaker is essential to capturing all the key points discussed during the meeting and ensuring nothing is missed.
To keep things organized and efficient, it is recommended to use a meeting management tool like Align or Metronome. These tools help streamline the meeting process, provide clear agendas and action items, and allow for easy follow-up and tracking.
It is important to note that there is no need for a daily huddle if the weekly huddle is already taking place. These meetings should typically last 60 to 90 minutes to ensure that all relevant topics are covered and that everyone has an opportunity to contribute. By following these guidelines, you can ensure that your meetings are effective and productive.
Take the Lead and Drive Success With ALTA Consulting
At ALTA Consulting, we believe in the power of collaboration and teamwork to drive selling and sales success. By implementing regular critical meetings, we can stay on top of key performance indicators, track the progression of opportunities, and ensure that projects are delivered effectively and efficiently.
If you are ready to join the effort and take your professional services organization to the next level, contact us today to learn more about our services and how we can help you achieve your goals. Let's work together; book a call today.