What does your client onboarding look like? Here we like to lead by example, so I’ll share my first onboarding email to new clients. (This email is one we send to our coaching clients. I have a different one for leadership retreats, and a 3rd version for when I am delivering keynotes.)

[First name…]

To make our time more productive, a few things…

1. To help me quickly get up to speed on your context, would love to go through any documentation that you have handy. If you don’t have, or would rather not share, not a problem.

• Strategic plan / business plan
• Marketing plan
• Client “pitch” deck
• Technology architecture
• Major software platforms used
• Product or service roadmap
• Org chart
• Financial forecasts
• Investor “pitch” deck

2. “Talk to Randall list”: Between meetings, you may run into ideas or issues that you think would be worthwhile getting my perspective on. The “Talk to Randall list” is a document where you note these down. (Of course, if it’s urgent and can’t wait, then reach out to me between meetings.)

3. Prep note: 2-3 days before each time we meet, it would be helpful if you could send me a quick email with some of your key issues/things you’d like to discuss. This allows me to dedicate time for prep. And if I have resources in the area, I could send them to you before we meet, allowing us to have an even more productive discussion. Some of my clients send a full business update,  some send me their “Talk to Randall” list that they’ve been accumulating, some just send 2-3 topic bullets, and some send me nothing – they just want a free-flowing conversation. Whatever works for you.

4. As a client, I have over 1100 resources that are available to you and your team. The resources include articles, videos, webinar recordings, white papers, tools, and templates. Beyond our meetings and any urgent calls between meetings, don’t hesitate to send me an email with a resource question (eg “We’re re-looking at branding, anything on that?”, “We’re looking at cost cutting – any resources on that?”). I’ll respond with the resource if available.

5. Our meeting agenda is completely driven by you, but I would suggest the following structure:

• Quick business update
• Discussion re your challenges/ideas (either keyed from your note, or something that you bring up during the conversation)
• Pro-active questions from me about your business, if time allows. (eg solving the “unknown-unknowns” problem)
• Open conversation
• Schedule next meeting date/time

6. Over the next week or so, we will be setting up a confidential coaching portal for you, that will include coaching meeting videos and transcripts, resources, etc.  It’s more a repository for materials that we share with you than a discussion forum.

7. Here are a number of potential slots for our first meeting. Please let me know what works, and I’ll send you a Zoom calendar invite. (We’ll target the meeting for 2 hours, but we should schedule 3 hours, just in case we need to go over.)
[Offer date and time options]
If any of these don’t work, I have several other slots that have a “tentative hold”, that I can try to move to open more availability for you.

-Randall

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