Effective Planning: When and How to Schedule a Meeting with a Client

Ideal Time for Business Meetings

Business meetings must be effective. No one wants to waste more time on them than necessary. In addition to good preparation and proper conduct, the productivity of a meeting also depends on the appropriately chosen time.

Right from the start, eliminate Mondays and Fridays from your selection. The beginning of the week is about getting back into the swing after the weekend—usually filled with team briefings, people catching up on unfinished tasks from the previous week, and planning for the current one. On Fridays, on the other hand, everyone is already mentally preparing for the weekend away from work.

Early Morning (8–10 a.m.)

Some people need a slower start and prefer to make coffee, go through their Emails, and plan their day after arriving at work rather than rushing into a business meeting. Forcing a client to arrive earlier than usual or prepare for a meeting the day before might be an unpleasant disruption to their work routine, which won't contribute to a successful meeting.

Morning (10–12 a.m.)

If you want to schedule the meeting as early as possible, aim for 10 a.m. Most people have the most energy by that time. They’ve already done some work in the morning, had time to prepare for the meeting, and you won’t be keeping them from lunch. Ideally, schedule the business meeting to wrap up by 11 a.m., as concentration and productivity decline afterward.

Lunchtime (12–1 p.m.)

Scheduling a meeting over lunch is not a good idea. People usually reserve their lunch break for eating and taking a break from work. If you must schedule a meeting at lunchtime, at least offer some refreshments. Hungry participants won’t come up with good ideas. Alternatively, end the meeting with lunch – have everything resolved beforehand and avoid discussing matters while eating.

After Lunch (1–2 p.m.)

The period right after lunch is also not ideal for business meetings. People tend to be more ready for a nap than a meeting. Give them time for coffee and rest, and schedule the meeting no earlier than 2 p.m.

Afternoon (2–4 p.m.)

Around 3 p.m. is similarly suitable as 10 a.m. People have recharged after lunch and had ample time to prepare. Most of the day is behind them, much of their work is done, and they are less likely to be distracted by remaining tasks. They’ll also be motivated to make the meeting efficient and quick so they can leave on time.

Late Afternoon (4–6 p.m.)

Most people already picture themselves at home after 4 p.m. Scheduling a meeting for this time is therefore not ideal. However, if you want to be efficient, quickly go through the points, and avoid lengthy discussions, a late afternoon meeting might work.

Evening (after 6 p.m.)

The chances of successfully scheduling a meeting after 6 p.m. are even lower than after 4 p.m. But if you need to dive into a solution with a client without being interrupted, an evening meeting can pay off.

We’ve also written an article on how to best prepare for a meeting with a potential client. Check it out before you head out.

Where to Meet with the Client

The ideal meeting place depends on the nature of the meeting, the number of participants, and the technical setup you need. Always adapt your choice to the specific situation.

Your own meeting room, or your client’s, is usually the best option. Decide based on the client's preferences and what’s more practical. If the client is from the same city or nearby, invite them to your office. If it would be a long trip for them, offer to come to them.

We always recommend an in-person meeting over a virtual one. After all, relationships are built more easily face-to-face than over Zoom, Teams, or Meet. Save those tools as a backup if the client insists on a call—perhaps due to a tight schedule—or for a quick alignment before the main meeting.

If you don’t have your own facilities and need to meet outside a meeting room, suitable options include:

• cafés,
• coworking spaces,
• or hotel lounges.
  
  

Restaurants, on the other hand, are generally not ideal for business meetings. Not everyone feels comfortable eating during negotiations, and if you don’t know your client’s preferences, you risk making a poor impression just by choosing the wrong place.

How to Schedule a Meeting with a Client

You already know when and where the meeting will take place—now it’s time to invite the participants. Sometimes a simple email will do, while in other cases it’s better to call and find a suitable time together. Either way, always follow up with a confirmation email that includes the key details, so the client can refer back to them at any time.

Give your email a clear and informative subject line, so the client immediately knows what it’s about and doesn’t miss it among other messages in their inbox. Structure the content clearly and make sure to include:

• the reason why you want to meet,
• the main topics to discuss, include any supporting materials as attachments,
• a proposed meeting time, along with a question about the client’s availability—offer three suitable time slots they can choose from,
• a suggested meeting place and leave the final decision to the client—you can mention your preferences based on how complex the meeting will be and whether an in-person meeting is more appropriate than an online one.
  
  

Before heading to the meeting, don’t forget to read our article with proven tips on how to handle it successfully.

When to Send a Meeting Invitation

It depends on the importance of the meeting, your relationship with the client, their habits, and the number of participants. In general, it’s best to schedule the meeting at least a week in advance to give everyone enough time to prepare. One or two days before the meeting, send a reminder.

As soon as the client confirms the meeting, add it to your calendar. Include key details from your email or phone conversation in the notes. The calendar will also help with scheduling—if your client uses one too, you’ll have a better idea of their availability and avoid the hassle of finding a suitable time.

You’ll find a dedicated calendar for tracking business meetings in Raynet CRM. Emails are automatically linked to the appropriate client or deal, and you’ll see all scheduled meetings and relevant documents in one place. Try it free for 30 days with no commitment.