How to organise a last-minute client meeting

In business, last-minute client meetings are inevitable, but ‘short notice’ doesn’t have to mean short on value and less productive. It might be a sudden opportunity or an urgent issue that you need to address; either way, the key is responding with a clear plan and calm execution rather than scrambling to set up the meeting.

Here’s how, with the right approach, you can impress clients and plan a meeting quickly and effectively when preparation time is tight, turning an emergency into a valuable opportunity.

Secure the right meeting space

You might have a regular space where you usually meet your client, but if this usual meeting spot isn’t free, act quickly to find a suitable alternative. That could be a co-working space, a private hire room in a hotel, or a quiet cafe with reliable Wi-Fi. When booking a meeting room, prioritise easy accessibility for all parties, space, and facilities, such as presentation screens and refreshments. Ensure the cost to hire this fits your budget. Many venues offer online booking so you can confirm and send details to attendees within minutes.

Adjust your priorities for the day

A request for a sudden meeting from a client can have a ripple effect on your day’s schedule. Identify urgent tasks and postpone or delegate anything that can wait. If possible, consider saying ‘no’ to the client meeting and rescheduling it. Depending on the client, they might value your full attention over a rushed, distracted conversation.

Create a clear agenda

Yes, prep time is minimal, but a short, focused agenda helps everyone arrive ready to contribute. Include timings, topics, and any pre-reading or data that attendees should bring. A clear plan prevents people from going off on tangents and ensures that you cover essentials within the time you have.

Stay focused and composed

It’s critical to remain calm under pressure. Short-notice meetings will raise your stress levels, but staying composed shows clients that you’re professional and reliable. Review relevant documents beforehand and ask colleagues to help fill in any gaps. Avoid rushing decisions, as your client will likely respect thoroughness over speed.

Your day is already jam-packed, and no one wants to organise a client meeting out of the blue. However, with the right mindset and preparation strategy, even an unexpected client request to meet can be professional and productive – think of this as an opportunity to impress rather than stress.