PREP WORK ~ BEFORE YOU HIT THE TABLE
GO IN WITH A PLAN.
Let’s look at how going in with a plan can provide some much needed structure to discovery meetings, client check point calls, and overall execution of a project.
What Is an Agenda?
An agenda is simply the schedule you and your client will follow. This might guide a single meeting or outline the flow of the entire project. Sharing the key points ahead of time helps your client understand what to expect and gives them space to contribute their thoughts, making the process beneficial for everyone.
Why Use an Agenda?
To keep everyone on track.
To ensure nothing is forgotten.
To build trust with your client.
To standardize your meetings and keep communication clear.
Where Else Does This Set Me Up for Success?
Your agenda naturally becomes the foundation for your meeting minutes. (A written recap of what was discussed.) Meeting minutes offer clarity, support strong communication, and serve as a documented record should you ever need it for legal or professional purposes.
Treat your meeting minutes as a living template. Add or remove action items based on the client or project, customizing it as you grow your own system.
How Do Clients Benefit?
When clients know exactly what milestones you’ll hit in each meeting, they see you as organized, intentional, and client-focused. It also gives them time to prepare meaningful questions or concerns that may fall outside the usual agenda.
What Are the Action Items in Your Agenda?
Agenda Action Items to Consider:
Project introduction
Progress check-in
Creative collateral due
Identify stakeholders & audience
Discuss concerns
Propose outsourcing or production partnerships
Milestone conversations
Budget scope…are we on track?
Deliverables
Client pivot points
Signatures of understanding
Meeting frequency
Wrap-up conversation
According to the Graphic Artists Guild, it’s always best to discuss money at the end of your meetings. Be transparent, but don’t lead with pricing, let value come first.
Defining the Value of a Job
These elements shape project value and should be clearly established from the start. Offering tiered packages can help clients choose what fits their needs.
job description
difficulty of execution
usage and reproduction rights
deadlines
expenses
The Guild also makes an important point:
“Never cut deliverables to meet a client’s budget… Cutting deliverables completely undermines your expert status… If you cut services under the pressure of bargaining, you negate your expert judgment and lose credibility; in effect, you are saying that the deliverables are not really necessary after all.”
— Graphic Artists Guild Handbook, 17th Edition