5 meeting templates every consultant needs

As a consultant, your calendar drives your revenue. Yet you lose hours each week to messy invites, unclear agendas, and last-minute reschedules. Clients expect you to lead the process—not chase emails or rebuild the plan before every call.

Meeting templates change that. With a few repeatable outlines and smart scheduling, you can book faster, set clear expectations, and keep every session focused on outcomes.

In this guide, you’ll find five ready-to-use consultant meeting templates. Each includes an agenda, time boxes, prep checklist, sample invite copy, and setup tips in Doodle.

Use one template or all five. Either way, you’ll spend less time on admin and more time advising clients.

The challenge facing consultants

Consultants juggle discovery calls, workshops, status updates, and executive reviews—often across multiple clients and teams. Scope shifts. Priorities move fast.

Common pain points:

• Endless back-and-forth emails to find a time

• Meetings that run long without decisions

• Unclear prep that wastes the first 15 minutes

• No-shows or late arrivals

• Manual follow-up that slips through the cracks

Templates paired with smart scheduling tools put you back in control of your process—and your time.

Why structured meetings matter for consultants

Your billable hours and client experience depend on structure. When your meetings follow a consistent framework, you:

• Protect focus time on your calendar

• Build trust through predictable outcomes

• Shorten sales cycles with clear discovery and proposals

• Keep projects on track with defined owners and next steps

With Doodle, you can book the right people at the right time—while bringing your agenda into every invite. Connect your calendar, add a video link, and let clients pick from your real availability. Less juggling, more results.

Template 1: Discovery call

Use this when a new lead wants to explore fit or scope. Aim for 30 minutes.

Agenda

Prep checklist

• Review the lead’s website and LinkedIn

• Draft three clarifying questions about budget or timeline

• Prepare one relevant case example

Sample invite copy

Subject: Discovery call to clarify goals and next steps

Body: Thanks for your interest. We’ll review your goals, current state, and a high-level plan. Please come ready to share your top two priorities and decision timeline.

Set it up in Doodle

• Use a Booking Page so prospects can book from your real-time availability

• Add buffers before and after to protect focus time

• Connect Zoom, Google Meet, or Microsoft Teams so the link adds automatically

• If you charge for discovery, turn on Stripe to collect payment at booking

• Use AI-generated meeting descriptions (Doodle Pro) to auto-fill the agenda

Best practices

• Timebox your recommendation to 10 minutes

• Always end with a next step and date

• If multiple buyers are involved, use a Group Poll for the follow-up

Template 2: Project kickoff

Use this for a new engagement. Aim for 60 minutes with the client lead and key stakeholders.

Agenda

Prep checklist

• Share a one-page project brief in advance

• Draft a milestone plan with date ranges

• Set up a shared folder for files and notes

Sample invite copy

Subject: Project kickoff and working agreement

Body: We’ll confirm roles, milestones, and communication expectations. Please review the brief and come prepared to confirm scope and risks.

Set it up in Doodle

• Use a Group Poll to find a time across many calendars

• Turn on deadlines and reminders so people respond fast

• Hide participant details if privacy is needed

• Email invites directly from Doodle to up to 1,000 participants

• Add your logo and attach the brief with custom branding (Pro)

Best practices

• Confirm who can approve scope changes

• Agree on cadence and attendance

• Log risks with owners during the call

Template 3: Weekly status update

Use this to maintain progress and surface risks. Aim for 25 minutes.

Agenda

Prep checklist

• Update your status doc or board

• Identify one decision the client must make

• Share links or data in the invite

Sample invite copy

Subject: Weekly status update and decisions

Body: Quick review of progress, risks, and next week’s plan. Please check the status doc and come ready to decide on items marked “Decision.”

Set it up in Doodle

• Use a recurring 1:1 or recurring Group Poll

• Connect your calendar to avoid conflicts

• Add automatic reminders (24h + 1h before)

• Use AI-generated descriptions to keep the agenda consistent

Best practices

• Keep updates to facts and numbers

• Only discuss blockers that need action

• Record owners and due dates in real time

Template 4: Stakeholder workshop

Use this for discovery, mapping, or alignment with a larger group. Aim for 90–120 minutes.

Agenda

Prep checklist

• Send a short prework survey (use Sign-up Sheet as a text survey)

• Share a Miro, FigJam, or Google Doc link

• Clarify decision makers vs contributors

Sample invite copy

Subject: Stakeholder workshop to define priorities

Body: We’ll map the current state, run two short activities, and align on priorities. Please complete the prework survey and join on time.

Set it up in Doodle

• Use a Group Poll to find a time across calendars

• Set a response deadline and reminders

• For paid workshops, collect fees at booking with Stripe

• Use Sign-up Sheets for sessions with limited seats

• Hide participant details if needed and apply custom branding

Best practices

• Timebox each activity

• Assign a facilitator and a note taker

• End with clear decisions and owners

Template 5: Proposal review and sign-off

Use this to close the deal. Aim for 45 minutes with the buyer and key approvers.

Agenda

Prep checklist

• Share the proposal 24–48 hours before

• Highlight two pricing options that fit different tiers

• Prepare a simple visual project plan

Sample invite copy

Subject: Proposal review and approval plan

Body: We’ll review the proposal, confirm scope and pricing, and agree on the approval path. Please review the document beforehand.

Set it up in Doodle

• Offer a 1:1 link with multiple time options

• Add buffers and time limits to protect your day

• Auto-add video links (Meet, Zoom, or Teams)

• If you take a deposit, enable Stripe collection at booking

Best practices

• Tie each scope item to a measurable outcome

• Present two clear options

• Ask for the decision date and schedule a hold via Doodle

Common mistakes to avoid

• No agenda in the invite — always include one

• Inviting too many people — stick to key decision makers

• Open-ended sessions — use time boxes

• Late prep — share materials one day ahead

• Manual scheduling — use Doodle’s Booking Page or 1:1 to cut emails

Tools and solutions for consultants

Here’s how Doodle supports efficient consultant meetings:

• Booking Page: Share a single link for discovery calls, paid sessions, or office hours. Collect payment via Stripe.

• 1:1 scheduling: Offer time options for proposal reviews or executive check-ins. Doodle holds all options until one is confirmed.

• Group Poll: Schedule large groups (up to 1,000 participants) with deadlines and reminders.

• Sign-up Sheet: Manage workshops or surveys with limited seats.

• Calendar integrations: Sync Google, Outlook, or Apple Calendar — only show available times.

• Video links: Auto-add Meet, Zoom, Webex, or Teams to every invite.

• Pro features: Custom branding, AI-generated descriptions, ad-free experience, and enterprise-grade security.

• Automation: Use Zapier to send booking data to your CRM or project board and automate reminders.

Real-world examples

Solo strategy consultant:

Elena added a Booking Page for paid discovery and required a deposit via Stripe. No-shows dropped, and clients arrived prepared thanks to AI-generated agendas.

Boutique analytics firm:

Used Group Polls to schedule stakeholder interviews across departments. Response deadlines cut coordination from two weeks to four days.

Change management consultant:

Marcus ran three 90-minute workshops with 20 seats each using Sign-up Sheets. Participants self-selected slots, reminders went out automatically, and branding matched the client portal.

Fractional COO:

Priya set up recurring 1:1s for weekly status calls plus a monthly executive review. Buffers protected her mornings, and Teams links added automatically.

Key takeaways

• Meeting templates create repeatable, outcome-driven sessions

• Use the five here for discovery, kickoff, status, workshops, and proposals

• Always include time boxes, prep, and next steps

• Book faster with Doodle Booking Page, 1:1, Group Poll, or Sign-up Sheet

• Add Stripe payments, connect calendars, and auto-add video links

Get started with better scheduling

Pick one template and test it this week. Add the agenda to your invite, set time limits, and send your booking link so clients choose without back-and-forth.

Ready to simplify your scheduling and run stronger meetings? Create a Doodle and set up your first Booking Page, 1:1, or Group Poll today.

Your calendar will feel lighter—and your clients will notice the difference.