Planning an Effective Client Meeting
You can resolve most client issues over the phone or via email, and should when possible, but every now and then you need to meet face-to-face in order to talk about key issues and ensure that both you and your client are on the same page. And when you do meet, you want to make the most of your time with a client. Here are eight tips on planning an effective meeting.
1. Don’t schedule meetings unless they’re absolutely necessary.
Remember that your client hired you so they don’t have to worry about tax issues. If you over-schedule meetings with a client they will quickly tire of you and wonder why they don’t manage their taxes themselves. You shouldn’t schedule meetings to provide informational updates, generate client-loyalty and enthusiasm, or chastise clients for not getting you the information you need. If there are problems or issues that can’t be resolved through other means, you schedule a meeting in order to generate a two-way conversation.
2. Write up your agenda and sent it to attendees before the meeting.
Let your client know the topics you plan to cover before you meet. And remember number eight when creating your agenda; the meeting should be brief which means your agenda shouldn’t run long on items.
3. Determine the appropriate location for your meeting.
Perhaps you feel it important to meet in either your office or your client’s office in order to remain focused and maintain that professional environment. But consider a lunch appointment or a meeting at a café or coffee shop. Sometimes the ambiance of the location can enhance the tone of your meeting.
4. Stay on task.
While it’s nice to generate positive and friendly conversation, remember that it’s also important to stay on task so you can accomplish your meeting objectives.
5. Take notes.
We don’t advice that you bury your head in a notebook throughout the meeting, but you should take notes occasionally in order to remember key discussion points. Also, don’t be afraid to draw diagrams or illustrations if they help your client better understand you.
6. Invite discussion.
There’s no reason to schedule a meeting if you do all the talking. You should encourage open discussion when appropriate and get client feedback when possible. You may be surprised at the valuable suggestions your clients offer. Either way, when you encourage discussion you let your client know that you value their perspective.
7. Make it brief.
Turning a one-hour meeting into a two-hour meeting, even if you feel it necessary, is literally risky business. Remember that your client’s time is valuable. Don’t let your meeting run long, and don’t become long-winded.
8. End with an action plan.
You should summarize what you’ve covered in the meeting and end with a plan of action. Tell your client what you intend to do with the information gleaned from this meeting and when the client can expect to see the results.
When scheduling meetings with clients remember that everything you do, including the manner in which you run meetings, generates client loyalty and trust. Treat their time with utmost respect and ensure that all your communications evidence your desire to make their lives more profitable.
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