How to Run an Effective Implementation Meeting

Last time, we successfully won a new customer in the Pricing and Solutions meeting.  Now, the implementation meeting is your opportunity to ensure a smooth rollout and immediate adoption of your products or services. It’s critical to include the head decision-maker and all key end users—anyone who will interact with your system or place orders—so nothing is missed and everyone is aligned.

1. Confirm Goals and Decision-Maker Involvement

Start by briefly revisiting the prospect’s key pain points and what your solution is designed to fix. Confirm that the head decision-maker is present and reinforce their role in supporting the rollout. Their presence helps gain buy-in from all end users:

“Thanks again for choosing us. Today, we’ll make sure every team member is trained and set up so ordering can start right away.”

2. Identify and Include All End Users

Ask directly who will be placing orders, approving purchases, or interacting with the ordering system. These people must be included in the training. Missing even one key user can slow adoption and lead to errors:

“Let’s make sure we have everyone here who will be ordering—whether daily, weekly, or just occasionally.”

3. Walk Through Custom Pricing Setup

Review the custom pricing list in real-time. Confirm that the correct products and SKUs are :included, and ask if any additional items need to be added:

“These are the items you told us are most frequently used. Are there any missing items your team would like to include before we go live?”

This step ensures your pricing is entirely accurate before orders begin.

4. Conduct a Live Demo of the Ordering System

Do a full walk-through of the ordering website or platform. Show users how to log in, find their items, place orders, and track deliveries. Keep it interactive—have team members follow along on their own devices:

“Let’s go step-by-step together—log in, select your products, and submit an order. I’ll pause along the way for questions.”

5. Assign Roles and Permissions

Clarify who will have admin access, who can approve orders, and what each user’s responsibilities are. Ensure everyone understands their role in the ordering process:

“Dylan will be the admin for your team. Maria and Skylar will place orders. Let’s make sure you each know how your accounts are set up.”

6. Review Next Steps and Support Process

Confirm go-live timing. Let the team know how to contact support, request pricing updates, or add new users in the future:

“We’re live as of tomorrow. If anything changes—like new products or staff—we’re here to adjust quickly.”

7. Gain Final Buy-In

Ask the head decision-maker to reinforce the importance of adoption and ensure their team is ready to proceed. A message from leadership helps secure cooperation and accountability:

“Before we wrap up, [Decision Maker], anything you'd like to share with your team before we go live?”

A well-run implementation meeting ensures users are trained, pricing is accurate, and adoption is immediate. By involving all stakeholders, especially end-users and leadership, you create a clear path from agreement to action, eliminating delays and confusion from day one.