How to Run a QBR Clients Actually Want to Attend

Less slides. More value. No one’s falling asleep.

Quarterly Business Reviews (QBRs) often miss the mark. They turn into monologues. Or data dumps. Or awkward renewal fishing expeditions.

Here’s how to run a QBR that clients look forward to — one that actually strengthens the relationship and drives action.

First, Ask Yourself: Why Are We Even Doing This?

QBRs aren’t a checkbox. They’re your chance to:

• Show impact

• Surface risks early

• Get alignment before renewals

• Shape roadmap feedback with context

If you're just walking through metrics... you’ve already lost them.

Build a Template That Serves the Client

Forget your internal deck. Create a structure that answers their questions:

Section	What It Should Cover
1. Goals Review	What were they trying to achieve? Did they?
2. Usage Trends	Product engagement, volume, changes over time
3. Wins & ROI	Highlight value — usage, efficiency, savings
4. Issues & Risks	Don’t sugarcoat. Bring them into the solution.
5. Feedback Loop	What’s missing? What’s working?
6. Next Steps	What happens in the next 30/90 days?

Keep it to 5–7 slides max. Tailor it. Always.

Make It a Conversation, Not a Presentation

Bad QBR: 30 minutes of you talking, 5 minutes of forced Q&A.

Good QBR: 10 minutes framing, 20 minutes they talk.

How?

• Share the agenda 3–5 days early

• Ask for input (“Anything you’d like us to cover?”)

• Drop in 2–3 specific discussion questions

• Leave room for silences — the gold is in the hesitation

Show Data They Actually Care About

Clients don’t want to see your internal KPIs. They want to see how they’re performing — with context.

Avoid:

• Wall-of-text dashboards

• Month-over-month comparisons with no story

• Metrics that have nothing to do with their goals

Do this instead:

✅ Benchmark them (vs. peers or their own past)

✅ Highlight anomalies ("Your usage spiked here — why?")

✅ Translate data into decisions ("Let’s automate this part next")

Tie Every QBR to Progress

Don’t just recap. Drive momentum.

Examples:

• “Last quarter you rolled out X. This quarter we’ll expand Y.”

• “Your CSAT was 65. We’re targeting 80 by Q4 — here’s how.”

• “You mentioned budget pressure — let’s talk scope and efficiency.”

Every QBR should leave them thinking, “We’re on the right path.”

Pro Tips That Make the Difference

• Send the deck ahead of time — avoid surprise reviews

• Include a summary slide — easy for execs to skim

• Record the call (with permission) for async viewers

• Use their language, not internal product lingo

• End with a one-slide action plan — who’s doing what, and by when

Your Next Move

If your QBRs feel one-sided, clients probably aren’t just busy — they’re bored. Flip the dynamic: let them drive, keep it relevant, and make the next meeting worth booking before the current one ends.