The Secret To Conducting A Successful Client Meeting

Client meetings aren’t always about business, it is about building trust, loyalty and thinking long term relations. There is no successful client meeting without proper planning and execution. Remember that your client’s time is valuable and so is yours, therefore knowing how to control and effectively execute a meeting is beneficial for both the parties.

Here are a few tips that will help you ace your client meetings no matter how nervous you feel before the Big Day!

<rich-h2>The Before-Meeting Prep<rich-h2>

<rich-para>Send out an agenda mail to all team members attending the meeting. This step will not only help you but also the client to understand the flow and what to expect of the meeting in terms of key discussion points. Make sure you share a google calendar invite along with the designs to be reviewed (thorough evaluation always needs time) Last but not the least, double check everything before you share it with the client or your team (you don’t want that attachment missing)<rich-para>

<rich-h2>On Day Meeting Prep<rich-h2>

<rich-h3>If it’s an online meeting:<rich-h3>

<rich-list-item>Check your internet connection and make all the necessary backups (it loves to play games when it’s most desired)<rich-list-item>

<rich-list-item>In case you have trouble with the internet, communicate the delay to the client & share the tentative time of your arrival.<rich-list-item>

<rich-list-item>Dress well even if it’s an online meeting, personality matters.<rich-list-item>

<rich-list-item last-item>Keep your camera & audio ON unless not required.<rich-list-item last-item>

<rich-h3>If it’s an outdoor meeting:<rich-h3>

<rich-list-item>Reach to the venue before time (well, those lobby lifts can’t be trusted)<rich-list-item>

<rich-list-item>In case of a delay, send a message to the client with a tentative time of arrival.<rich-list-item>

<rich-list-item last-item>Make sure you are well dressed & presentable for the meeting. The way you dress goes a long way in enhancing your client’s decision-making as well as displays your professionalism.<rich-list-item last-item>

<rich-h2>Do’s & Don'ts During A Meeting<rich-h2>

<rich-h3>Do’s<rich-h3>

<rich-list-item>You need an Observer & Conductor for the meeting. The observer will ensure that the meeting is happening on time as well as keep in check whether the agenda of the meeting is being discussed while the conductor directs the meeting.<rich-list-item>

<rich-list-item>Ask the client for an approval to record the meeting.<rich-list-item>

<rich-list-item>Always know the agenda of the meeting before it even starts and direct the conversation in that direction.<rich-list-item>

<rich-list-item last-item>Keep your points concise and short, drifting away from the meeting’s agenda can be a waste of everyone’s time.<rich-list-item last-item>

<rich-list-item last-item>Make sure you address all the pointers from your previous meeting first so that there are no loose ends from your side.<rich-list-item last-item>

<rich-h3>Don’t”s<rich-h3>

<rich-list-item>Do not neglect important questions, always ask questions if some things aren’t clear. (you don’t want to misunderstand)<rich-list-item>

<rich-list-item>Do not interrupt anyone during the meeting, especially your own team member.<rich-list-item>

<rich-list-item last-item>Speak at a pace that’s easier to understand and grasp.<rich-list-item last-item>

<rich-h2>Conclude the meeting & give a quick recap<rich-h2>

<rich-para>The end of a meeting is as important as the start. So before you wrap it up, make sure to go through all the points discussed during the meeting & ensure that all the requirements are gathered correctly. And lastly, before you bid adieu, quickly discuss the next steps for whenever the next meeting is scheduled.<rich-para>

<rich-h2>Minutes Of Meeting<rich-h2>

<rich-para>Now that the heavy lifting is done, it’s time to share all that was discussed during the meeting through an email or via your preferred platform. Remember to follow up only after a respectful amount of time has elapsed (minimum of 24 hours).<rich-para>

Your meeting summary should include the following details:

<rich-summary-h2>People who had attended the meeting<rich-summary-h2>

<rich-summary-h2>The date, location & time of the meeting conducted as well as the date set for the next meeting.<rich-summary-h2>

<rich-summary-h2>Meeting recording<rich-summary-h2>

<rich-summary-h2>And most importantly, all the points discussed in the meeting.<rich-summary-h2>

P.S - Read this <Minutes Of Meeting And It’s Crucial Importance> to get a gist of what your Minutes Of Meeting should & should not include.

Takeaway:While client meetings can be overwhelming for some, for others it can be an Easy A. The important lesson is to always be prepared no matter what the outcome. So the next time you’re on your way to crack a big deal, keep these pointers handy.