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- Wahyu
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- Mas Ghuri Wiyono
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Class : 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
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.
·
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.
·
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.
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
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