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Meetings & MoM

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Updated on August 13, 2025
Objective:
  • Meetings & MoMs cover both internal (inter- or cross-departmental syncs) and external interactions (client meetings, agency roadshows), with a focus on structured communication, timely follow-ups, and clear documentation through well-prepared Minutes of Meeting (MoMs) for accountability and continuity.
Internal Meetings
  • Internal meetings at Ad Scholars serve as vital checkpoints to ensure departmental alignment, optimize campaign performance, address challenges proactively, share updates, brainstorm on key initiatives like newsletters or creative briefs, and drive strategic planning with senior leadership. These structured touchpoints foster collaboration, accountability, and seamless coordination across Account Management, Sales, Creative, and Leadership teams.
  • Details can be found here
Internal Meetings
MeetingPurposeFrequency
AM Team Sync with Head of Account ManagementReview team updates, align on priorities, address challengesTwice a week
Campaign Performance Review (Awareness/Performance)Monitor live campaign performance, optimize KPIsTwice a week
Creative Team Sync – Proactive PlanningDiscuss proactive briefs, status updates, brainstorming, newsletter planningWeekly
Creative Team Sync – Urgent BriefsImmediate discussion for last-minute or high-priority briefsAs needed (ad hoc)
Sales Team Internal Catch-UpAlign on proposal status, pipeline updatesWeekly
Sales Strategy Call with MD, CEO & Sales TeamStrategic alignment on pitches, new business, and revenue planningWeekly
CEO Check-inHigh-level business discussion, direction, and feedbackBi-weekly or Monthly
  • External meetings at Ad Scholars encompass individual client interactions, agency roadshows, and partner presentations—designed to showcase our media solutions, align on campaign strategies, and strengthen relationships. These engagements serve as opportunities to present tailored proposals, demonstrate platform capabilities, share success stories, and gather client insights. With structured follow-ups and MoM documentation, external meetings help foster trust, unlock new business potential, and ensure seamless client servicing across touchpoints.
  • More details can be found here
External Meetings
MeetingPurposeMeeting Preparation
Agency Meeting

Sales team to update on the meeting with the below:

  1. Date & Time
  2. Clients The POC Handles
  3. If anything specific to be focused
  4. Customized Deck to be shared before the meeting
  5. Product USPs, Reach, etc. needed or not
  6. If any proactive creative execution to be showcased or not
  1. Base Deck Reference:
    Start with ‘Ad Scholars Media Solution’ as the master template.
    Ensure consistent branding and up-to-date content.
  2. Customize As Per Sales Brief:
    Get context from Sales: client type, focus area, and objectives.
    Highlight relevant:
    • Proprietary products
    • Creative executions (CGI, Rich Media, etc.)
    • Case studies and formats
    • Inventories or audience profiles
  3. Creative Inputs:
    Use existing visuals if available.
    For custom creatives, raise an Asana brief (include deadlines & usage format).
    Coordinate approval with the Creative Head.
  4. Attach Required Support Files:
    • Case Study Folder (Zoho/Canva)
    • Inventory Snapshots (Gaming, Kids & Parents, etc.)
    • Audience Decks by Market
    • Reporting / EOC templates (if needed)
    • Sample creatives or mock-ups
  5. Publishing & Sharing Guidelines:
    Make a copy of the master before editing.
    Upload final version on Zoho:
    Zoho > Sales & Marketing > Country > Proposal > Client Name.
    Publish as a view-only link (avoid sending .ppt unless asked).
    Verify all links, logos, and contacts before sharing.
Agency RoadshowMonitor live campaign performance, optimize KPIs
  1. Logistical Support:
    Finalize date/time with agency.
    Confirm attendee count via Sales POC.
    Check if giveaways (e.g., Noon vouchers) are planned.
    Confirm Ad Scholars attendees.
    Arrange refreshments if required (vendors: Katrina Sweets, etc.).
    Check device compatibility (laptop, projector, HDMI, offline access).
    Test Zoho/demo platforms in advance.
  2. Presentation Support:
    Understand client portfolio from Sales POC (brands, category).
    Build customized deck:
    • Relevant case studies
    • Creative mockups (industry-specific)
    • Ad Scholars products/platforms
    • Visual-rich formats

    Limit to 25–30 mins (including Q&A/demo).
    Coordinate with Creative Team for any mockups/ideas.

  3. Interaction & Follow-up:
    Prepare a 10-question quiz based on the deck.
    Plan giveaway rewards for correct answers.
    Post-meeting: circulate MoM, track in Sales Pipeline.
    Keep handy:
    • Creative Execution Sheet
    • Case Study Access
    • Audience/Inventory Snapshots

    (Refer to Marketing SOP > Agency Roadshow for a detailed approach.)

  • MoM preparation involves sharing the meeting deck and relevant support materials—case studies, audience data, inventories, creative mock-ups, and reporting templates—while coordinating with the Ops team for feasibility checks and briefing the Creative team for timely execution of discussed deliverables.
  • Step by step Guidance here
  • Share the meeting presentation along with all necessary supporting materials with the Sales or Client team.
  • Supporting materials may include:
  • Campaign/Strategy Deck
  • Relevant Case Studies
  • Audience Reach Data
  • Inventory Options (Ad Scholars Gaming, Kids & Parents Network, Global Marketplace, See TV – Paramount/CTV)
  • For any alternative or ad hoc requests—such as footfall delivery, sensitive categories (e.g., tobacco, alcohol, political)—please consult the Ops team for feasibility before responding to Sales or Client.
  • Sample Creative Mock-ups
  • Reporting Templates (Sample EOC or Weekly Reports)
  • Brief the Creative team on any execution requirements discussed and share an estimated timeline with Sales/Client.
  • If performance campaign opportunities are discussed, ensure to collect the required inputs from the client for follow-up planning.
Mobile PerformanceWeb Performance
  1. Ios & Android App Links
  2. MMP (the client is integrated with)
  3. Access (can we get agency or editor access)
  4. How frequent can we receive the CRM report?
  5. Any benchmarks (Cost)?
  1. Landing Page URL:
  2. Lead Quality Ratio:
  3. Online Or Offline Tracking?
    Online meaning: Where the pixels can be implemented to track the performance.
    Offline Meaning: Tracking without pixel (where we create the microsite on behalf of the client)
  4. How frequent can we receive the CRM report?
  5. What channels are allowed to run the campaign (such as Emailers, google ads, Social media platforms, etc)
  6. Any benchmarks (Cost)?
  • Srikanth Rayaprolu (10 July 2025)
  • Srikanth Rayaprolu (10 July 2025)
  • Neha Mehta (10 July 2025)
  • Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)

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External Meetings, Internal Meetings, MoM preparation
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