Top 8 Client Meeting Etiquettes

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January 11th 2023

Love them or hate them, client meetings are an essential part of business. They allow you to form lasting professional relationships, so it’s incredibly important that you conduct yourself in a way that leaves a positive impression on all those in attendance. From presentation to interaction, there’s certain rules that must be followed if you’re looking to have a productive time in the meeting, so make sure you don’t gloss over anything we discuss here today.

Today, we’re going to run you through our top 8 client meeting etiquette tips on what you can do to be at your best when you have one coming up on your schedule.

 

1. Be Punctual – Arrive Ahead of Time

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Let’s start off easy. Turn up on time. Punctuality really does say a lot about someone when it comes to business. Not only does arriving on time show your dedication and professionalism, it also projects the image that you take your work seriously. In business, time is a currency, and when it comes to client meetings, being late can end up costing you a lot. If you struggle with time management, you should check out our top tools to boost your time management skills.

It’s more than fine to turn up to a social event late because the stakes aren’t high in those settings, but when it comes to a professional engagement, being on time (or early) is essentially necessary.

 

2. Look Presentable – Think About Dress Code

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Dress code is something you should always consider before entering into a client meeting. Turning up looking dishevelled or having coffee stains on your shirt can be a really bad look to clients. If you’re unsure about what the dress code is beforehand, you should always check with a superior first.

Some meetings may be a little more laid back, where jeans and a t-shirt are more than fine, but for important and high-end client meetings, it’s better to look as professional as possible. This will obviously vary depending on the vertical your business is in, so double check with a manager before you make any drastic fashion choices.

 

3. Come Prepared – Do Your Homework

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We’re sure many people can recall a time where a meeting was a complete disaster, and nothing went right. This is because someone didn’t plan correctly for it. If you’re called to present in a meeting, make sure (and then make sure again) that you have all of the correct files or scripts that you need well in advance.

If it’s a kick-off meeting with a new client, ensure you have done enough research to adequately answer their questions regarding their business or offering, and what you can do for them.

Within your preparation should also be the booking of any meeting rooms, usage of IT/screens and even travel for everyone to get there, if they’re not dialling in from elsewhere. If they are dialling in from somewhere else, then you should check out our article on how to have effective hybrid meetings.

 

4. Have an Agenda – Plan the Day

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A good client meeting is one that has a flow to it. By now you’ve done your research on the client and their business, you have your files and speeches prepared, and you’ve booked the room. Now what order are you going to do things in?

Plan the meeting as if it were in a diary. At what times are you going to discuss certain things? When are you going to present out to the group? How much time have you left for questions at the end? These are all beats that you need to hit within the allotted time for the meeting, so being meticulous is the best approach here.

 

5. Speak Clearly – Ensure Everyone Can Hear and Understand You

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All of your planning is out of the window if no one can hear you. Speaking clearly and loud enough for all is critical to a successful client meeting.

Check your microphone(s) are working well before the meeting is due to start. Do a quick run through of some of the main meeting points with a colleague beforehand to get a feel of levels and volumes because if you’re speaking far too loudly, your clients will waste their time trying to turn you down!

Speaking clearly and confidently conveys a message to your clients that you know what you’re talking about, so also avoid speaking too softly.

 

6. Listen and Interact – Actively Participate in Discussion

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Having a productive back and forth in a meeting is a great way to build rapport with clients. It’s sometimes best to listen more than actively talk, though, but weigh in when you have something to add to the discussion.

Also, non-verbal cues such as head-nodding and note-taking can be very helpful in letting your clients know that you’re actively listening to what they’re saying. By listening intently and having a clear understanding of what’s been discussed already, you avoid the awkward moment when you repeat something that has already been said by someone else.

 

7. Arrange Food and Drink – Depending on Meeting Duration

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For longer in-person meetings, it may fall to you to arrange food and drink for those in attendance. This is where you need to know the likes and dislikes of everyone in the meeting. Are there any vegans or vegetarians? Is there someone who has a food allergy? Are certain foods or drinks simply too odd to bring into a client meeting?

Sometimes, you may even be holding a client meeting in a location where a meal is prepared for each attendee. If it’s an amazing meal, they likely won’t forget it! Also, try to provide at least one healthy option – someone just might fancy a salad.

 

8. Define Next Steps – Give Time for Questions

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So you’ve come to the end of the meeting. Now is the time to define what the next steps are for you and your clients to take. Is there something that needs to be actioned right away? Put into a calendar? Do some changes/adaptations need to be made to the project immediately? All things to consider.

In client meeting etiquette, it’s critical that you leave time at the end for any questions from your clients and have answers for them straight away. If you’ve been paying attention the whole time, this should be second nature at this point, and will reinforce your dedication to the working relationship.

 

 

Client meetings are an important part of business, and ensuring you’re following the steps above will put you in good stead for the next time you’re scheduled to be in one.

We hope you’ve taken something away from our quickfire list of top tips today, and if you’re in the market for some shiny new office space, why not head over and check out our selection of serviced offices and managed offices? We’ve got offices available across the UK & Ireland, so why not use our free search tool to find your perfect office today.

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