---
title: "Optimising meetings and shortening decision-making cycles"
description: "In this blog, we explore an effective approach to conducting meetings with potential new clients. By establishing clear rules and expectations..."
language: en
source: https://thehouseofcoaching.com/en/vergaderingen-optimaliseren-en-besluitvormingscycli-verkorten
---

# Optimising meetings and shortening decision-making cycles

![Optimising meetings and shortening decision-making cycles](https://thehouseofcoaching.com/media/ba013f0030c3f4c5.webp)

In this blog, we explore an effective approach to conducting meetings with potential new clients. By establishing clear rules and expectations, listening actively and engaging in a joint dialogue, you can create a productive environment that fosters mutual understanding and paves the way for successful outcomes.

**1. Rules and expectations**

Start the meeting by outlining the rules and expectations. This creates a framework for the discussion and ensures that both parties are on the same page regarding the objectives of the meeting. Invite the client to share what would make the meeting a success for them. This not only shows that you value their input, but also helps to tailor the conversation to their needs.

Do this by asking: "what needs to happen in this meeting to have a good feeling within /duration of the meeting/?"

**2. Present your wish list**

After you have understood the client's goals, share your own wish list. This allows you to express your priorities and align them with the client's expectations.

Do this by adding what will make the meeting a success for you (e.g. insights into the decision-making process, the values, ...)

**3. Exploratory questions**

Ask open exploratory questions to delve deeper into the client's needs. For every answer you get from the client, follow up with three additional questions to listen actively and show genuine interest.

Do this by asking:

1. Questions for more information
2. Questions to make sure the content is aligned
3. Questions to clarify generalisations
4. Gathering information

Continue this cycle of asking questions and listening until you have gathered enough information. This will help you thoroughly understand the client's perspective.

**6. Present your content**

Once you have enough insights, present your content. Make sure your message is relevant to the client's needs and ties in with the information you have gathered.

**7. Validating questions**

Ask validating questions to confirm that your message resonates with the client. This step is crucial to ensure that your points are understood and appreciated.

Do this by asking questions such as:

- Does this make sense to you?
- If you had to explain this to a colleague, what would you tell them?
- In what I just told you, what resonates the most?
- Cycle repetition

Repeat the cycle of questioning, presenting and validating until all relevant topics have been covered. This iterative process fosters a comprehensive understanding of the client's requirements.

**9. Affirmative closing**

Close the meeting by using affirmative language to outline the next steps and actions. This reinforces a positive tone and sets clear expectations for the follow-up.

Do this by saying things like: "let's take our diaries and see when we can take things to the next level"

By following this structured approach, you can optimise your meetings with potential clients, so that both parties leave with a clear understanding of each other's needs, values and the next steps to be taken.

Enjoy!

*By Hans Demeyer*