Whether you are meeting a potential client or building on an existing business relationship, it’s crucial that you make a good impression with a professional and productive meeting. This will help to build trust and confidence, and enhance the reputation of your company, increasing the chances of word of mouth recommendations.
Here are some tips for hosting a well-organised meeting that will lead to the results you are looking for.
Find the right venue
Your office premises may not always be the best venue for the meeting, particularly if it is not local to your client and will oblige them to make a long journey. For similar reasons, it may not be practical for you to travel to them. In this case, consider hiring a centrally located meeting room venue that will be convenient for both you and your client.
A neutral venue for the meeting also means that you will be free from the day to day distractions and interruptions of regular offices, and it won’t impact on the rest of your staff. It is also a level playing field where both parties will feel equally comfortable, and a fresh environment can be stimulating and inspire new ideas.
As well as a convenient location, the venue should have room sizes and layouts that are appropriate for the nature of your meeting, modern audio-visual equipment and high speed WiFi. Longer meetings will also require refreshments or catering options.
Arrive early to get set up
Avoid lateness and rushing at all costs, as this will always be rude and unprofessional. Aim to arrive early so that you can check the meeting room is set up as you wish, and that all the technology is working properly. If you will be heavily reliant on digital devices, consider using a venue that provides a technical support service.
Set the tone with a warm greeting
Greet your clients in a warm and friendly manner that is appropriate to their culture and status, and establish a rapport with some small talk or refreshments before you begin.
Have a structured agenda
Even if it’s a low-key meeting with clients you know well, a well-structured meeting agenda will help you to stay focused and get the most out of your time. Start off on the right foot with a welcome and introductions, and then allocate a window of time for each of the key discussion points.
Leave sufficient time at the end to sum up the main outcomes, ask for questions and feedback, and plan the next steps.
Encourage interactivity
In larger groups, encourage engagement by asking open-ended questions, and make use of technology to provide visual aids to clarify complex points. Digital presentation tools are useful, but ensure that you are not simply reading from the screen. Maintain frequent eye contact with your clients, and ask for their input.
Request feedback at the end of the meeting, and follow up with a thank you message and a summary of the main points.
