The Small Details of an Exceptional QBR Meeting

A QBR is More Than a Slide Deck

Whilst the heart of a QBR is the content in your presentation deck, many other aspects contribute to a good meeting. These are often softer and more subtle elements that can easily be overlooked but add a level of polish to your meetings that will reflect well on you and your business.

If you're hoping to position an upsell, or navigate a difficult conversation, setting everything up so that your client arrives well prepared and feeling welcomed, will help.

Meeting Admin

Sharing the agenda a few days ahead, if not a whole week, is crucial. This early sharing allows for any late revisions and confirms attendees, setting the tone for a productive and well-prepared meeting.

Include directions to your office if needed.  

Providing clear directions to your office, especially if it's not easily accessible, is a small detail that can make a big difference. It ensures a smooth arrival and sets a positive tone for the meeting.

I had a colleague that recorded a video of the route from our nearest train/tube station to our office. This was very beneficial as previous guests had struggled to find our entrance.

If you will be doing most of the presenting and "driving the meeting", you should assign a colleague to take thorough notes. You can't rely on AI note takers, such as Gong, in envrionments like this. It doesn't always pick up all comments, and it cannot determine who specifically is talking.

Pay Attention to the Environment

Run your QBRs in person to foster personal relationships and engage in meaningful conversations. Pay attention to the room if you are hosting the QBR in your offices. Provide light snacks (pastries always work, but check for any dietary requirements) and water for everyone. This personal touch will make your clients feel valued and important.

Booking your meeting room for 30 minutes before your client arrives is a small detail that can greatly enhance the meeting. It allows you to set things up and ensure the room is presentable before your client arrives, setting a professional tone from the start.

Timing Matters

In these days of hybrid working, you would do well to learn what days stakeholders typically come into the office and suggest those days for your QBR. Tuesdays, Wednesdays and Thursdays are always the best. People want to get started with their week on Monday, and by Friday, everyone is thinking about the weekend.

I also recommend you book the meeting for mid-morning. Research shows that this is when people are the most productive, which can lead nicely to taking your client for lunch afterwards.

Avoid meetings at the end of the day, when people are more tired and have one eye on commuting home.

Follow Up

Remember, the conclusion of the meeting is not the end of your QBR. It's crucial to commit to the agreed actions and follow up on any conversations and insights that were raised in the meeting. Share the deck if you haven't already done so. This follow-up will reassure your clients that they are supported and their concerns are being addressed.

Right after your current QBR is also the best time to book the next one. This proactive approach will keep the momentum going and make your clients feel that you are organized and efficient.