Meeting templates for clients in a task app: step-by-step guide to standardize your preparation

If you manage meetings with multiple clients at once, you know how easy it is to overlook key details or repeat manual steps every time. Using meeting templates for clients in a task app like Foco allows you to standardize preparation, ensuring nothing is missed and saving time in the pre-meeting organization. In this guide, we explain how to create and use them so every meeting follows the same structure, regardless of the client or project.

Why use meeting templates for clients in a task app

When working with multiple clients, each meeting may require different steps: sending a reminder beforehand, preparing documents, reviewing pending tasks, or assigning follow-up actions. If you do this manually, something is likely to slip through the cracks, or you’ll spend more time than necessary. With meeting templates for clients in Foco, you can:

• Define a standard checklist for each type of meeting (e.g., onboarding, follow-up, project closure).
• Include recurring tasks like 'Send agenda 24 hours in advance' or 'Review notes from the last meeting'.
• Automatically assign responsibilities and deadlines, even if you work with a small team.
• Reuse the same structure for all clients, adjusting only the specific details.

How to create a meeting template in Foco

• Open Foco and select the work (client or project) where you want to create the template. If it doesn’t exist yet, create it with a clear name (e.g., 'Client X - Meetings').
• Click the 'View' button and choose 'List' to organize tasks by date.
• Create a task for each step of your meeting (e.g., 'Prepare agenda', 'Send reminder', 'Review pending tasks').
• Add details to each task: due date (e.g., '24 hours before'), estimated duration, priority (important or urgent), and tags like '#meeting' or '#client'.
• If the task is recurring (e.g., 'Send post-meeting minutes'), set it to repeat weekly or monthly as needed.
• Save this list as a template: go to the work settings, select 'Save as template', and name it (e.g., 'Follow-up meeting template').

How to use the template for each new meeting

• When scheduling a new meeting, open the corresponding client’s work.
• Go to the work settings and select 'Apply template'. Choose the one you created (e.g., 'Follow-up meeting template').
• Foco will copy all tasks from the template to the current work, keeping their structure and details (dates, priorities, tags).
• Adjust the due dates based on the meeting date and modify specific details (e.g., 'Review Q3 report' instead of 'Review Q2 report').
• Assign tasks to other team members if needed, using Foco’s collaboration feature.

Advantages over alternatives like notes or spreadsheets

If you use generic note-taking apps or spreadsheets to organize meetings, you likely have to manually copy and paste each task, adjust dates one by one, and spend time keeping everything updated. With Foco, meeting templates for clients are integrated into your workflow:

• Tasks are created automatically with dates, priorities, and reminders, without needing to set everything up from scratch.
• You can see all meetings for all clients in Panorama mode, each with its assigned color, to avoid confusion between projects.
• When you enter Focus mode, you filter only the tasks for that client, concentrating on what matters without distractions.
• The voice capture feature lets you add tasks on the go, even during the meeting, without leaving the app.

Tips to get the most out of your templates

• Create a different template for each type of meeting (e.g., onboarding, follow-up, closure). This gives you flexibility without losing standardization.
• Include post-meeting tasks, like 'Send minutes' or 'Update CRM', to close the loop after each meeting.
• Use tags to group related tasks (e.g., '#agenda', '#documents') and filter them quickly in the List view.
• Review and update your templates periodically to ensure they remain useful and reflect your current processes.