Beginning note: though this is primarily directed to sales people making face to face sales calls, the same "how-to" principles apply in any other kind of meetings, even job interviews.1. Always call to confirm that the meeting is still on schedule.Don't leave home without (well, without your American Express card, to be sure) but also without taking the time to call ahead to confirm that the meeting is still on schedule. You might be reluctant to make that call to confirm, fearing that opens up the chance for a cancellation. There is always a risk of that, sure.But the greater risk is to invest your finite time in traveling across town to that meeting only to find it has been postponed-prhaps for a few minutes, or even to another day.Calling to confirm will prevent many wasted trips.Besides, it conveys that you respect the value of your own time... which in turn subtly communicates that you are a serious professional.When you call to confirm, have your appointment book open and ready so you can quickly suggest alternate times if necessary.When you call to confirmWhen should you make that call to confirm? Usually either earlier on the day of the scheduled meeting, or late afternoon of the day before for an early morning appointment.If possible, confirm through the secretary or Gatekeeper, instead of disturbing the Prospect herself. Make it clear that you are making this call to confirm an existing appointment, and that you are already on the Prospect's calendar:"Good morning. This is Paula Krantz with Adaptron Consultants. I'm calling to confirm my three o'clock meeting with Mr. Benson. Is that still on schedule?"If there is a change of time or location, always echo that change, to confirm that you are both in accord:"Agreed: we're shifting things back an hour, so now I'll be meeting with Mr. Benson at three-thirty this afternoon."What if you find that you have to "re-sell"When you call to confirm, there is always the chance that the Prospect may have decided that she now doesn't want to meet, after all. Therefore, when you call to confirm, be prepared to "re-sell" yourself.Re-selling the idea of meeting is easiest if the Prospect herself comes on the line to tell you. If that happens, then deal with it as an objection: probe the reason, then respond accordingly.But what if the Prospect leaves it to the secretary to tell you that the meeting is postponed, or even cancelled?Start with the assumption that it is merely a matter of scheduling, and suggest alternate times for rescheduling.If that doesn't work, then try to find the real reason for the cancellation: it could just be their busy time of the year or month.If the secretary says the Prospect doesn't want to meet at all, probe further to find why.In any case, whether you talk with the Prospect, or with a Gatekeeper, try to avoid letting the door close permanently. Say something like, "Well, I would like to keep in touch, and perhaps we can talk again in a few months." Most will agree (if for no other reason than to end the conversation).Thus when you make that call-back in a few months, you can then say that you had mutually agreed to talk at this time.2. When you arrive on-premises...Here we're focusing on a call on a business person in an office, but the principles apply whatever the place and Prospect.As you walk into the office, try to carry your briefcase in your left hand, leaving your right hand free for retrieving business cards and hand-shaking. That avoids the awkward moments of setting things down to shift hands.For the same reason, keep a supply of your business cards in the right pocket of your jacket. If you don't have a pocket, hold the card ready in your right hand before you enter the office so you won't be fumbling for it when you're standing in front of the receptionist or Prospect.As you give the receptionist (and maybe later the secretary) your business card, introduce yourself and make it clear that you are expected by the Prospect at a specific time, (as otherwise you could be shuffled onto the drop-in list). Here's a model to adapt:"Good afternoon. I'm Paula Krantz, Adaptron Consultants, here for my four o'clock meeting with Mr. Benson."Do not hand over any sales literature at this point. It's essential that you control the information flow in the meeting. If you hand out literature too soon, chances are you'll find the Prospect flipping through your materials, instead of giving full attention to what you have to say.3. Use the waiting time in the reception area to do your personal "industrial espionage." You can often pick up a great deal of useful information in the few minutes before your meeting. (Count that as another very good reason for arriving early.) Visual indicatorsUse the waiting time to look around the place (including the building as you arrive).- What do the location, furnishings and equipment tell you? That the organization goes for the best, regardless of cost? Or that economy and practicality reign here? Do the furnishings show that the emphasis there is on showing money, saving money, or making money? (Thanks for this insight go to my wife, Susan, drawn from her experiences as an executive recruiter.)(Indicators like these guide you in deciding whether to emphasize, for example, the high-tech, newest-of-the-new nature of your product, or instead to focus on how it is relatively low-cost, yet at the same time a cost-saver.)- What is the "mood" of the place? Tense, stressed, to-the-point? (If so, maybe your product has the potential of reducing that work overload.)Develop your own checklist of the kinds of specific clues that may indicate a need for your product or service.Clues from the literature in the waiting roomThe scrapbooks, piles of magazines, and even the photos on the wall in the reception area may also provide useful clues on trends to address in your sales call.- First priority: look at any publications put out by this Prospect organization, such as the annual report, newsletters, book of news clipping, and the like. From them you may get a sense of the priorities, as well as the insider jargon that operates there now. (Thus, if they are talking cost-cutting, you will want to talk cost-cutting. If they speak of the need to increase productivity, then speak of how your product/service can help do that.)- Look also at any of this firm's brochures, catalogs, and other sales literature, as you may find other clues on need-areas you can fill. (As non-profits often rely on grants and government contributions, be attuned to any current relevant trends and buzz-words.)- If this is a non-profit group or government agency, scan the literature for trends, as well as for projects under development, opening of satellite offices, and the like.- Magazines and newsletters specific to the industry or profession in which that Prospect operates will give you a sense for what trends are important now. You may be able to relate these trends and other information to the benefits of your product or service. (The trade magazines may also give you names of other firms that may be potential customers.)Summary: Preparing for your first face-to-face with the Prospect1. Always call to confirm that the meeting is still on schedule.2. When you arrive on-premises...3. Use waiting time in the reception area to do your personal "industrial espionage."
Original :: how to prepare for your first facetoface
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