Give the meeting a small, real job
A discovery call, a positioning workshop, and a project review need different endings. Name the room after the work: “Acorn / homepage direction” says more than “Weekly sync.” In the invitation, write the question you hope to answer and what the client should bring.
For a homepage workshop, that might be a recent customer question, the current page, and two examples the client likes. Your job for the hour is to choose a direction and list what still needs evidence. A complete strategy can wait.
A 40-minute working session
Use this as a starting agenda for a small agency and client team. Keep one person responsible for the final choice, even when everyone contributes.
- First 5 minutes: agree on the question, the constraints, and who can approve a direction.
- Next 10 minutes: let the client walk through a concrete example. Ask what is happening today and where it falls short.
- Next 15 minutes: compare two possible approaches. Ask Q a focused question or start a public research task when outside evidence would help.
- Final 10 minutes: choose the next step, name its owner, and agree on what the client will review next.
Put the useful result in front of everyone
SideQuest brings video, conversation, and Q into one room. Q can discuss the shared conversation, and you can start a research task when you need to look something up. Read the resulting report and its sources before using it to support a recommendation.
When a saved result is ready for the client, share that result with the room. Sharing publishes a copy for invited members; it does not expose your other saved work or automatically publish later revisions. There is one current shared result per room, so choose the piece that matters for the discussion.
A little more like your studio
Company rooms can carry your company name, initials, and color. Invite internal collaborators to the company, then use a separate room invitation for clients. Guests sign in to join, and access is limited to the rooms they have been invited into.
Start the pilot with one repeatable meeting you already run well. Try a small client workshop, note where the room helps or interrupts the conversation, and refine that format before moving your whole calendar. Finish by sending the agreed scope and next step through your usual client channel.