Developing an Initial Client Meeting Kit
Bring Along this Kit when Meeting with a Client for the First Time
Client meetings or prospective client meetings can be intimidating, especially if you are working on your own as a freelancer. However, it is possible to remove the anxieties by being prepared for a meeting and bringing along this simple kit to leave the best impressions.
Your Confidence in a Professional Outfit
Turn up in a well-ironed outfit that speaks the role of a professional. It does not have to be a designer suit or extremely expensive, but make sure it has been cleaned, smells good, fits well and is not crumpled. To boost your confidence further, walk with a strong posture, shoulders square and keep good eye contact with the people you meet on the way.
The first person you may meet that day may be your client, his or her secretary or the company's receptionist. Whoever this person may be, first impressions are established only once - there is no turning back, so make full use of your physical appearance to score points during the first meeting with your potential client.
Reading Materials
Bringing along some reading materials will help. A magazine or journal will suffice, and make sure it is one that relates to your or your client's industry - or both! Make sure the publication is a recent one to show that you are up to date with the issues at hand. Reading materials indicate a certain level of seriousness about your work and also indicates that prospective relationship will be one that will develop into a long-term commitment.
Besides that, a magazine or journal will fill in the waiting voids when you arrive early at your client's office, only to find that he or she is just ending an assignment or meeting.
A Notebook or Notepad
Your diary, journal or notebook holds all the information of your professional life - so always bring it along. Flipping through your notebook will indicate that you are in demand. More importantly, use your notebook or journal to take notes during the meeting as you will not be able to remember all the details. Writing things down will also communicate that you are taking this client seriously. Of course, you will also need your journal to set your next appointment!
A Pen and a Calculator
Bring a pen attached to your notebook or journal. It does not have to be an expensive pen with your name engraved on it, though that would help score points during the meeting. However, a ball point pen will do, as long as it has a cover and is not chewed off at the end.
Also, a calculator will help with any number crunching you may need to do. Numbers can be important to clients and yourself, so bring a calculator along as it will save time if you need to do rough calculations.
Your LaptopIf you have a portfolio you would like to share, or a presentation, bring along your laptop, as long as it is convenient, lightweight and will not obstruct your meeting in any way. Of course, you may have discussed the prospects of running through a presentation beforehand and may have requested for a presentation site to be ready. If so, you will only need to bring your pen drive that safe keeps all your files.
Your Business Card and Marketing BrochureYour business card and marketing brochure (plus fee quotes) will have your name and services earmarked for future projects. Bring along enough to hand around if there is more than one person present at the meeting.
Ending the Meeting
Always end on a positive note even if the overall meeting did not go as planned. Agree to keep in touch and follow up with a thank you e-mail or note later. Meeting with clients can be difficult if you are working on your own, but it is not impossible to feel confident and make a good first impression, that in hopes will later turn into a long-term relationship for the future.
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