HOW TO SETUP A PROPER CLIENT MEETING

HOW TO SETUP A PROPER CLIENT MEETING

When you build a strong relationship with your clients for your business, it creates loyalty, security and prosperity to your business. Make sure you start off and stay on the right foot with your clients whether you’re meeting in person, via phone audio or video calls with Zoom, Google Meet, Skype or Slack.

Here are the things you need to do before, during and after meetings:

BEFORE MEETINGS

1. Set a date, time and place for the meeting that works for all parties involved.

2. Send a calendar invite with the agenda, meeting details and an alert to remind everyone at least 1 hour and 30 minutes prior to start.

3. Make sure the agenda clearly outlines your expectations and all discussion points so you can go through each agenda without missing a point. This is why you’re meeting and to avoid any off topic discussions.

4. If you’re presenting, confirm the equipment and tech to be used during the meeting so you can prepare it before hand. If someone is presenting via a projector, ask what type of cable connections they need like HDMI or USB-C type connections so you are prepared.

DURING IN-PERSON MEETINGS

1. Leave at least 15 to 30 minutes extra for travel time so you avoid the panic of traffic including unanticipated delays. I usually put a 1 hour gap in between my meetings if the travel time is at least 30 minutes (consider parking your car or getting a Grab ride or commuting as an added 10-15 minutes). Arrive at least 15 minutes before your meeting.

2. Meeting at a public place like a Starbucks Coffee Shop or a restaurant that’s usually packed? Plan to get there 30 minutes before so you can secure a table to fit in all the people involved. Better yet, if the place allows reservations, do it over the phone.

3. Meeting at a client’s office? I hate security checkpoints, but it’s building policy to comply. Make sure to bring your Government ID and Company ID or your Driver’s License.

4. Bring a hard copy of the agenda and other important meeting materials. A printout or a notebook and pen is always best.

5. Consider around 3-5 minutes time to set up your equipment for presentation.

6. Greet everyone with a firm handshake and eye contact. Well since it’s pandemic time, eye contact and a good smile will do.

7. Put your mobile devices on silent and do not put it on top of the table. Putting your phone on top of the table means your client is not important to you and you’re waiting for something more important on your phone. Keep it away. If you’re expecting an important call, put it on vibrate. Otherwise, that text message or messenger chat notification can wait.

8. Thank your clients for hosting you.

9. Leave ample time for discussions, clarifications and review for the next steps at the end.

10. Respect everyone’s time and conclude on time. If the client wants to do some small talk with you and you have time, do so to talk matters outside of the business. That’s where you can build on an even deeper relationship.

DURING VIRTUAL MEETINGS

1. Dial in or log in 5 minutes before anyone else.

2. Dress professionally, choose a proper backdrop, check your lighting if it’s bright enough, minimize background noise. Make eye contact with the camera on your computer, not on the screen, especially when you are talking. Otherwise, you’ll look like you’re looking down on something.

3. Screen-sharing? ensure your desktop is clear of clutter so you’re not showing a document or a website that you shouldn’t be showing. *wink*

AFTER THE MEETING – Follow up via email to emphasize the next steps with a MOM (Minutes of the meeting) which 1 person should be taking during the meeting as an outline of the important details.

Question of the day: What are your meeting best practices that you want to share besides the ones I listed above?

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What people talk 1 Comment

December 17, 2020 Khel Lawrence

For me, I would ask everyone if I can voice record the entire meeting so that I may recall the important details discussed during the meeting.

I, for once, had did this multiple times as I was tasked to create the minutes of the meeting. This can be beneficial especially if the meeting would take hours.

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