Introduction
So, you’ve landed a new client—congrats! Now it’s time for that first design meeting. Nervous? That’s totally normal. This meeting sets the tone for your working relationship, defines expectations, and kicks off the creative journey. If done right, it can build trust and excitement. If done wrong… well, you might lose the client before the design even begins.
This guide will help you navigate your first client design meeting like a pro—step by step.
Before the Meeting
Understand the Client’s Business
Start by diving deep into what the client does. Know their:
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Mission
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Values
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Target audience
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Current branding (if any)
This context will help guide your design suggestions and earn the client’s trust.
Research Their Industry and Competitors
What’s the norm in their space? What’s trending? This will help you:
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Speak their language
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Avoid redundant ideas
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Spot opportunities to stand out
Prepare Your Materials
Bring more than just a notepad:
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Portfolio samples
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Relevant case studies
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Moodboards
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Early design ideas (optional)
Having visual aids makes the meeting more interactive.
Create a Clear Agenda
Structure prevents chaos. Your agenda might look like:
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Quick intros
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Discuss project goals
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Review design expectations
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Talk timelines and deliverables
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Open Q&A
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Next steps
Send this agenda in advance if possible.
Send a Pre-Meeting Email
A friendly reminder email can include:
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Meeting time & link
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Agenda
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Any documents to review beforehand
This shows professionalism and preparation.
Structuring the Meeting
Start with Introductions
Break the ice. Even a 1-minute personal intro helps build rapport. If you’re on Zoom, keep cameras on for connection.
Clarify the Purpose of the Meeting
Set expectations: “Today, we want to understand your design needs and set the foundation for a successful collaboration.”
Define Roles and Expectations
Clarify:
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Who makes decisions?
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Who will be the main point of contact?
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What’s the review/approval process?
This prevents confusion later on.
Review the Design Brief or Requirements
If they’ve filled out a brief, go over it. If not, ask open-ended questions to define:
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Business goals
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Target audience
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Preferred design styles
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Things to avoid
Ask the Right Questions
Examples:
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What websites or brands inspire you?
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What do you want people to feel when they see your design?
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What’s your biggest concern with this project?
Let them talk. You’re here to understand, not pitch (yet).
Share Your Initial Ideas or Moodboards
Don’t dive too deep—but showing basic visuals can spark great conversations and clarify direction.
Building a Collaborative Atmosphere
Encourage Open Feedback
Let clients know it’s okay to:
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Speak their mind
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Change their opinion
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Say, “I don’t like that”
You’re not just designing for them—you’re designing with them.
Use Visuals to Guide Discussion
Talk is cheap, visuals are gold. Whether it’s a moodboard, a sketch, or a Pinterest board, showing something beats describing it.
Handle Objections Professionally
If they say something like, “I don’t like that color,” don’t get defensive. Ask, “Can you tell me what about it feels off?” or “What emotion do you want it to create instead?”
Listen More Than You Talk
Seriously—this one’s HUGE. Take notes, ask follow-up questions, and avoid dominating the conversation.
Tools That Can Help
Digital Whiteboards
Miro or FigJam are awesome for visual collaboration, even remotely.
Design Mockups and Wireframes
Have early sketches or low-fidelity wireframes ready if appropriate.
Note-Taking and Recordings
Use tools like Notion, Google Docs, or Otter.ai to capture everything. Always ask before recording.
Wrapping Up the Meeting
Recap Key Points
At the end, summarize:
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What you learned
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What’s expected next
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Who’s doing what
Assign Next Steps
Make it crystal clear:
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When will you send the proposal?
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When will you share first drafts?
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When is the next meeting?
Set Timelines and Follow-Up Dates
Don’t leave things open-ended. Get that next call on the calendar.
After the Meeting
Send a Recap Email
Your email should include:
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A thank-you note
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Meeting summary
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Attachments or resources
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Next steps and deadlines
Share Meeting Notes and Deliverables
Give them everything they need to review or approve.
Keep the Communication Flowing
Even if the first deliverable isn’t due for a while, check in. Keep the momentum going.
Common Mistakes to Avoid
Being Unprepared
Winging it? Not a good look. Always prep.
Not Listening Actively
Missing what the client actually wants = design misalignment.
Letting the Meeting Go Off-Track
Stay focused. If something off-topic comes up, add it to a “parking lot” list for later.
Real-Life Scenarios
Freelance Designer’s First Pitch
Jane, a new freelancer, came prepared with three logo concepts and a moodboard. The client was blown away—not by the designs, but by her preparation and confidence.
Design Agency Kickoff Meeting
A boutique agency used Figma live during a Zoom call to co-design a wireframe with the client. It turned into an unexpected brainstorm and landed them more work.
Conclusion
That first design meeting? It’s your first impression—and you only get one shot at it. Preparation, structure, active listening, and a touch of creativity go a long way. Whether you’re freelancing or part of a team, mastering this meeting sets the tone for everything that follows.
Don’t just “get through” the first meeting—make it count.
FAQs
1. How long should a first design meeting last?
Usually between 45–90 minutes. Long enough to get clear on goals, but not so long it drags.
2. What if the client doesn’t know what they want?
Ask more questions. Show examples. Use visual prompts to help them articulate preferences.
3. Should I present designs in the first meeting?
Not unless discussed in advance. Early visual direction or moodboards are okay—just avoid jumping ahead too fast.
4. Is it okay to record the meeting?
Yes—but always ask for permission. Recordings are helpful for reviewing feedback later.
5. What should I do if the meeting goes off-topic?
Gently steer it back by saying, “Let’s add that to our notes and revisit it later so we stay on track.”
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