Do your homework
Labor Day marked the official start of getting back to work after the lazy, lackadaisical days of summer. Everyone is settling into a routine. Homework (cue the theme from “Jaws”) has started, along with the moaning, groaning and general drama that so often accompanies it.
Educators will tell you that homework is essential both for review and preparation. In the business arena, it is equally critical for the same reasons.
Taking the time to review what you know about your clients and their business needs ensures that you are prepared for almost every eventuality. Do your homework before a meeting, a sales pitch, a businesses dinner – learn all of the pertinent details about the people and the purpose, so you can best serve your clients and your organization.
Before you take your next meeting, here are your five homework assignments.
When asking clients to a lunch meeting, you as the host are responsible for choosing the restaurant. Find out what’s in proximity to your client’s office to make life easier for him. Know your client’s preferences – does he prefer five-star dining with white tablecloths and a full array of silverware and glasses, or is he going to be more comfortable at the local meat-and-three?
When meeting a client for the first time, make an effort to learn about her company. Be able to congratulate her on a recent success. You will also know if there are any dicey work-related topics to avoid, thereby keeping your foot out of your mouth.
When attending a client meeting, a business conference or business dinner, you need to know the particulars ahead of time so you can be prepared. What is the dress? Is there a cocktail hour before the dinner? A receiving line? Who is going to be there, and with whom should you connect while there
If you are travelling, learn about the client’s hometown. Check out the local paper to find out what’s going on around town. See if the company has made any recent contributions to life there, it’s a great conversation starter. If you are travelling internationally, it is critical that you research both business and social protocols before arriving. Our hearty American handshake may be too aggressive in some cultures; while in others, you may need to be prepared for a warm embrace and perhaps a kiss on each cheek.
Finally, remember that everyone is busy. So be prepared. Make sure you have your own materials and information ready in advance. Helter-skelter papers and files make you look unorganized and unprofessional – not a good first impression for anyone. Fumbling through a meeting is a surefire way to lose a client’s business. Your papers should be in file folders and stowed neatly in a briefcase. A pen and writing materials should be easily accessible – don’t take notes on the back of an envelope. And always silence your cellphone BEFORE the meeting.
Taking the time to do your homework lets the other parties know that you actually care about the interaction. It shows that you are interested in their best interests, and that success is your goal both for them and for you.
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Caroline Buxton Avinger, president of Protocol, works with professionals, members of the military and students in public speaking, etiquette coaching and interview skills training.
