External meetings carry higher stakes because you are representing your organization. They also tend to run long because neither side wants to be the one to end the conversation. This template gives both sides structure and permission to be efficient.
Greet briefly. State the agenda and expected outcome. Confirm the client or partner has nothing to add to the agenda.
Share relevant updates since the last meeting. Keep it to what the external party needs to know — internal details stay internal.
Address the primary agenda items. Focus on decisions, blockers, and next steps. If the client raises a new topic, capture it and offer to address it in a follow-up.
State action items for both sides with owners and deadlines. Be explicit about who does what by when.
Confirm the next meeting date. Thank them for their time. Send a written summary within 24 hours.
Pre-meeting checklist
- Internal pre-brief completed (align your team before the external meeting)
- Agenda shared with the external party in advance
- Any materials or updates prepared and ready to share
When to use 50 minutes instead
For quarterly business reviews, account strategy sessions, or onboarding calls where deeper relationship-building is part of the agenda.