What is the Meeting Attendance Rate Metric?
The Meeting Attendance Rate measures the percentage of program members who attended scheduled meetings in the last 14 days. This metric helps you evaluate client participation and the effectiveness of your scheduled sessions.
Learn the basics, including how it's calculated here.
Key Takeaway
The Meeting Attendance Rate provides valuable insights into client participation in scheduled events. By monitoring this metric, coaches can identify attendance trends, take action to re-engage absent clients, and ensure their programs remain valuable and engaging. Whether you run group sessions, 1-on-1 meetings, or cohort programs, consistent attendance is a strong indicator of program health and client satisfaction.
Why is this Metric Important?
The Meeting Attendance Rate is a critical indicator of client engagement and session effectiveness:
Track Participation: Measure how many of your program members are showing up to scheduled meetings.
Spot Attendance Trends: If attendance drops, it could signal disengagement or a need to adjust session content, timing, or communication.
Improve Accountability: Encourage clients to attend sessions consistently as part of their program progress.
Evaluate Program Health: A consistently high attendance rate is often a sign of strong client satisfaction and program value.
How to Use the Meeting Attendance Rate Metric
Monitor Weekly Attendance
Regularly check the attendance rate to ensure clients are participating in scheduled sessions.
Follow Up with Absentees
Use the list of non-attendees to send friendly follow-up messages:
“Hi [Client Name], we missed you at today’s session! Let me know if there’s a better time for you or any support I can offer.”
Analyze Attendance Gaps
If attendance is consistently low, consider factors like:
Session timing: Are sessions scheduled at convenient times for clients?
Content relevance: Is the content engaging and aligned with client goals?
Communication: Are reminders sent ahead of time to increase attendance?
Highlight Success
Celebrate high attendance rates as a sign of active participation. Use this as an opportunity to share positive updates with clients or within your community.
Examples of Using the Meeting Attendance Rate Metric
Case 1: Sarah – Group Coaching for Small Businesses
Sarah runs a weekly group coaching session for small business owners.
Attendance Insights: Sarah notices her attendance rate is 60%. After reviewing the events, she sees that some participants haven’t attended for two weeks.
Action Plan:
Sarah sends personalized follow-ups to absentees:
“Hi [Client Name], I hope everything is going well! We’ve had some great discussions in our sessions. Let me know if you’re able to join this week’s call.”She also asks for feedback on session timing to ensure it works for everyone.
Outcome: Attendance improves to 75% the following week, with more participants re-engaging in the program.
Case 2: Tom – 1-on-1 Leadership Coaching
Tom hosts weekly 1-on-1 coaching sessions with senior executives.
Attendance Insights: Tom’s attendance rate is consistently at 90%, but he notices one client has missed two sessions in a row.
Action Plan:
Tom reaches out to the client with a supportive message:
“Hi [Client Name], I noticed we missed a couple of sessions recently. I’d love to reconnect and hear how things are going. Let’s schedule a time that works for you!”
Outcome: The client replies, explaining a scheduling conflict, and they reschedule future sessions to a more suitable time.
Case 3: Emma – Habit-Building Cohort Program
Emma runs a 6-week cohort program to help clients build new habits.
Attendance Insights: Attendance for her weekly group sessions has dropped to 50% in the last 14 days.
Action Plan:
Emma identifies the drop as a possible sign of disengagement. She introduces a mid-program challenge to boost excitement:
“Join this week’s session to share your progress and unlock a surprise resource for reaching your goals!”She also sends reminders 24 hours before sessions.
Outcome: Attendance jumps to 70% the following week, as clients become motivated to stay on track with the program.