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- Kemal Muhammad Hanafi (29211093)
- Wahyu Dyatmoko (28211746)
- Fredianto (22211959)
- Usamah (27211231)
- Bimo Wicaksono (21211496)
- Mas Ghuri Wiyono (24211339)
- Arianto Hidayat (21211089)
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3EB14
5 Tips for Meeting New Clients
The first meeting
with a new client is a lot like a first date. It's a chance to put your best
foot forward and lay the foundation for a successful long-term working
relationship. Then again, a first client meeting is also like a job interview.
You want to ooze professionalism, inspire confidence and thoroughly convince
the client that your potential client's money is
in good hands.
We've
assembled five essential tips for making an excellent first impression at a
client meeting. We'll start off with something you can do days before the
meeting begins.
While it's
important to update your portfolio, iron your dress slacks and practice your
best "firm but friendly" handshake, remember that a successful client
meeting is all about listening. Get a head start by "listening" to
what the client has to say on his or her Web site and in the press. Keep
reading for more research and planning tips.
1. Plan and Prepare
1. Plan and Prepare
When preparing for the first meeting with a new
client, it's easy to get caught up in everything that you want to accomplish.
Depending on your business, you might want to sell the highest number of units
or set the design direction of the company's new Web site. But even if you
think you have the best products and the best ideas in the world, the only
important opinion is the client's.
In the days leading up to the meeting, do as much
research as you can about the client. Read the company Web site from top to
bottom, paying particular attention to mission and vision statements. Companies
put a lot of time into crafting these messages, so your pitch has to jibe with
company culture. Read recent press releases and blog posts to understand what
the company is most excited about right now. Then make a list of questions that
remain unanswered. These might be useful at the meeting to get the conversation
rolling.
Put yourself in the client's shoes, says client
loyalty expert Andrew Sobel [source:Sobel]. What are the client's key business
concerns? What pressures might the client be feeling in the marketplace? Where
does the client want to go and how can you help him or her get there? Keep all
of these concerns front and center as you craft your proposal.
When it's almost time for the meeting, get everyone on
the same page with a well-written agenda. We'll discuss those on the next page.
2. Set An Agenda
A meeting without an agenda is like an orchestra
without a conductor. An agenda sets the expectations of the meeting,
establishes and orderly flow and helps everyone understand his or her roles.
A day before the meeting, e-mail a short agenda to everyone
who'll be in attendance. It doesn't have to be detailed. It can be a spare
outline or a simple bullet-point list that includes the main points to be
covered and tasks to accomplish [source:Entity]. This might also be a good
opportunity to introduce your team members to the client. Link to full bios on
your Web site or include a short blurb about each team member, as well as his
or her job title and responsibilities. Again, this will help the client know
what to expect when you walk in the door.
Remember, though, that an agenda isn't written in
stone (it's barely written on paper). Start the meeting by addressing each
point on the agenda in the order you've suggested. But if the client wants to talk
about the last point first, let him or her do it. If the client wants to talk
about something completely different, however, be prepared to ditch the agenda
altogether. Again, the main goal of this meeting is to listen to the client. If
the agenda doesn't help you meet that goal, scrap it.
3. Make a Professional Impression
The first meeting with a new client is not the time to
be yourself. Instead, be your most courteous, polite and professional self. It
starts with your clothes. Even if you work at the most casual office in the
world, bump it up a notch or two for the client meeting. Skirts, slacks and
ties show that you take the client seriously. So does arriving on time. Never
make the client wait!
Turn on the charm as soon as you walk in the door. Be
polite and friendly to everyone you meet in the office, from receptionists to
interns [source: Farber]. You never know whose opinion
counts and who can be your advocate down the line. If you come with other team
members, don't joke loudly or badmouth other clients while waiting for the
meeting to begin.
Show respect for your client's time and attention.
Before jumping into the meeting, re-establish the time frame you proposed in
the agenda [source: Farber]. "Is two hours still all
right?" It's a simple act of professional courtesy that speaks volumes.
If you want
to maintain that professional attitude, avoid the following "don'ts":
·
Don't eat
during the meeting, unless it's a lunch meeting.
·
Don't answer
your cell phone. In fact, shut it off.
·
Don't
whisper to your teammates while the client is talking.
4. Take Notes
Never forget that the main goal of meeting with a new
client is to listen. It doesn't matter if the client is an inspiring innovator
or a complete bore -- pretend that every word out of his mouth is pure gold.
Make a show of taking out a notepad or opening your laptop computer to take
notes. Columnist Barry Farber, writing for Entrepreneur.com, suggests that you
even ask, "Do you mind if I take notes" [source:Farber]? Just watch your client sit up
taller in his or her seat.
For most people, the easiest way to take notes is to
use a computer. To keep your notes organized, try
to enter information in outline form or at least bullet-points under separate
headers. If you bring more than one person to the meeting, have one team member
be the assigned note-taker so the others can engage more fully with the client.
If you're the only person from your team, be careful
not to bury your head in your computer while the client is talking. Try to make
frequent eye contact and bounce back supportive statements like "Good
point," or "That's important to know." If you have questions,
write them in your notes and wait until the client has finished talking to ask
them.
Your work isn't over when the meeting ends. Keep the
working relationship rolling with a courteous and professional follow-up e-mail.
5. Send a Meeting Summary
The first meeting with a new client is important --
but remember that it's only the beginning of a longer relationship. Keep the
momentum going by following up after the meeting with a short e-mailed summary, also called a contact
report. A contact report accomplishes several important things at once:
It's a simple way to say thank you, to recap what was discussed, and to propose
some next steps.
The contact
report should include the following information:
·
Name of
project
·
Date of
meeting
·
Team members
in attendance
·
Bullet-point
list of what was discussed
·
Next steps:
what will be accomplished next, who will do it, and when it will be finished
[source: Entity]
If the meeting was with a potential client, this would
also be the time send along your price quote. The price quote is
only an estimate of actual costs, but it should be as detailed as possible.
Along with standard services and billing rates, include optional services and
their prices. Make it clear -- in a polite and professional way -- that the
work cannot go forward until the client signs the price estimate.
With the
second largest economy in the world, Japan is a major economic power in these
modern times. As such, it's one of the first countries where business people
work to establish partners, develop new clients and build a network of Japanese
colleagues.
In this
process of building Japanese business relations, practicing proper business
etiquette is vital, as one wrong step could offend your potential colleagues
and cost you a lucrative business venture.
However, by
taking the time to learn Japanese business etiquette, you will demonstrate your
respect for your colleagues and show them your skill and finesse in the
business world.
Japanese Business Meeting Etiquette
Proper
Japanese business meeting etiquette is particularly nuanced and, in some
respects, differs significantly from business etiquette of other Asian
countries. Here are some Japanese business etiquette tips to help you
appropriately interact with your foreign colleagues:
·
Avoid
abrasive language, as the Japanese
tend to value and trust business people who present themselves as compromising,
appeasing and humble. Being confrontational, openly disagreeing with someone
and/or putting people on the spot are considered rude and will make a bad
impression on your Japanese colleagues.
·
Be
prepared for direct questions, such as "How much money do you make?" or
"How old are you?" Japanese business people tend to be direct in
their questions in familiarizing themselves with a new person...
If you are not comfortable giving a direct answer, find a gracious way to deflect and try not to show offense, as such questions are commonplace and are not considered rude in Japan.
If you are not comfortable giving a direct answer, find a gracious way to deflect and try not to show offense, as such questions are commonplace and are not considered rude in Japan.
·
Exchange
business cards at the beginning of a meeting. Be sure to have aJapanese translation of your card on
the flipside, as this shows your respect for and desire to do business with your
Japanese colleagues. Bow slightly when handing out your card, and be sure to
hand it with the Japanese translation facing up and toward your colleagues so
they can easily read it.
·
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·
Take
time to read all Japanese business cards before putting them away. The way you handle a Japanese
business card will show your colleagues how much you value your relationship
with them. As a result, NEVER quickly shove a card into your pocket or
briefcase. Instead, read it over attentively and only then carefully put it
away.
To impress your Japanese business colleagues, ask how to pronounce their names (if applicable) and try to refer to the cards (which you can also place neatly in front of you) during the meeting.
To impress your Japanese business colleagues, ask how to pronounce their names (if applicable) and try to refer to the cards (which you can also place neatly in front of you) during the meeting.
Other
helpful etiquette tips for Japanese business meetings include:
·
Bring a
Japanese translation of all informational company documents, as this will
establish your legitimacy and credibility.
·
Bring some
of your colleagues with you unless you are prepared to field all potential
questions that foreign associates may have.
·
Don't be
alarmed if your Japanese colleagues go silent (and close their eyes), as this
shows they are thinking critically about something.
·
Hire a Japanese
interpreter if you aren't fluent in Japanese, as this will
indicate that you are willing to go the extra mile to do business with your
Japanese colleagues.
Values Honored in Japanese-Speaking Countries
Many rules
of Japanese business etiquette are shaped by the values that the Japanese highly
respect. Values that Japanese speakers honor include:
·
Certainty
and structure
·
Collectivity
and team work
·
Loyalty
·
Respect for
authority
Sources :
