Have you ever wondered what you could have done differently during a client meeting?
The first meeting with a client is akin to a stepping stone. It builds the rapport between you and the client. It serves as an opportunity to assess compatibility and decide whether future collaboration is viable. During the first meeting, the client evaluates whether you are the right fit for them, while you strive to make a lasting impression.
It can feel overwhelming, especially when it's your first client.
The first client encounter is important to build the confidence you need as an aspiring entrepreneur. So, you have to be prepared for the meeting and take care of certain things. While I faced some challenges in my first meeting, I learned valuable lessons that will help me improve for future interactions.
Context
To provide context, I'm a T-shaped digital marketer with a primary focus on SEO services. Additionally, I offer freelancing services such as content writing and WordPress website development using Elementor as a no-code solution.
While I don't have a formal technical background, I have dedicated time to self-learning and building practical skills in WordPress development and website design. I've applied my learnings to my personal website (parthgajjar.com) and projects for friends and family.
One of my friends referred me to a client who needed a WordPress website for their startup. The client was impressed by my personal website, which my friend had shared with them. However, there may have been a mismatch in expectations, as they perceived me as a full-fledged developer and designer, which is not entirely accurate.
We scheduled a call and set up a meeting. Unfortunately, the meeting didn't go as smoothly as I had hoped. I believe I could have done a better job at clearly communicating the scope of my services and capabilities upfront.
It wasn't that I couldn't deliver what they wanted; it was because I was underprepared and lacked confidence in addressing their specific needs and requirements.
After the meeting, I took some time to reflect on the challenges and lessons learned. The content below is based on that experience. Some points reflect actions I've taken, while others outline things I wish I had done differently. Nonetheless, I hope you can benefit from these insights.
Preparing For The First Client Meeting
Never attend any client meeting unprepared. At the very least, have a basic idea about who they are and what their business is about. To prepare for the client meeting, follow these steps.
A. Researching the client
Start by researching the client, including their personal profile. This is typically the first step I take. I start by doing an online search using their name along with their business name. This search usually finds things like their website, LinkedIn page, Facebook page, or other social media pages.
I typically prioritize LinkedIn for research. It's a platform created for working professionals, providing insights into a person's occupation, educational background, industry, and work experience. If the client is active on LinkedIn, I check their posts and comments to get a deeper understanding of their thought process.
This research helps me learn important things, so I'm better off when I talk to clients because I already know a bit about them.
B. Researching the Client Business
Next, start researching the client's business. When a client approaches you, they often have specific goals or services in mind but may not be certain how to achieve them. They rely on you because they perceive that you can assist them in reaching their objectives.
Before going into the meeting, make sure you go through their business. For services such as SEO, content writing, and web design, you can check their website, local business profile, and LinkedIn. Analyze their niche and conduct basic competitor research.
If you don't find sufficient information online, consider reaching out to them directly and politely ask for the details you require. Being straightforward and polite in your communication is key.
C. Using AI For First Client Meeting
AI can help you in so many ways, only if you know how to use it. I use AI for client meeting to be prepared for the questions client might ask me. I have been using ChatGPT in many ways but now i started it using for preparing myself for client encounters.
The idea struck me while listening to the podcast "How do you talk to a potential client during the first sales call?" hosted by The Futur. In this episode, Chris Do and Melinda Livsey engaged in an exercise to roleplay as a client and a service provider.
Chris usually engages in this type of roleplay exercise. He first acts as a client and the person in front acts as the service provider. He asks genuine and sometimes intense questions that a typical client might have. The role of the acting service provider here is to answer in a way that satisfies the client and eventually closes the deal. After that, they switch roles and repeat the same process. Chris showcases the errors they made and demonstrates how they should have given better answers.
To perform this exercise, first provide ChatGPT with some context. Then, simply ask it to:
"Act as a client who is meeting with me for the first time. You can ask me any questions you might have, and I will provide you with the answers. The purpose of this practice is to assess my ability to convince you to take my service."
Tip
ChatGPT also supports voice mode, allowing you to converse with AI. So, you can experience a similar interaction as if you were speaking with a client.
D. Clarifying Meeting Objectives
Always set clear goals and agendas for the meeting. What will you discuss? Typically, you might allocate around 30 minutes. This timeframe is suitable for most clients, especially in online meetings. However, there are no strict rules regarding the duration of the meeting, whether it's conducted online or offline.
The point here is that you will have a limited amount of time. Within this timeframe you have to not only understand their requirements, but also clearly communicate your capabilities and how you can help them achieve their goals. Therefore, it's crucial to clearly define the meeting agenda. If required and they feel interested they will mostly agree for additional meetings. Here's a suggested structured agenda for your first meeting with a new client.
- Start With Introduction and Greetings
- Understanding the Client's Needs
- Your Proposed Solution/Approach
- Next Steps and Timelines
- Discuss the process for moving forward
- Agree on next steps (e.g., proposal, additional meetings, timeline)
- Q&A and Open Discussion
E. Showcase Confidence in Meeting
While some level of nervousness is natural, especially for a first-time client interaction, it's important to project confidence and professionalism. I initially failed in this. This was the point at which I could have improved.
When I think about it, I realize that I should have done things differently. Instead of fixating on the weaknesses, I should have focused more on my relevant strengths, skills, and experiences.
Dealing with Unfavorable Outcomes
Don't stress; encountering such situations is common when you're new. Consider them as learning opportunities. The first step is to reflect on the situation, analyzing what went wrong. Maintain a balanced perspective, acknowledging areas for growth without being overly self-critical.
Once you acknowledge that a meeting didn't go as planned, you'll begin to understand why. Discuss the situation with professional friends and mentors; they may offer insights you hadn't considered. Ask clients for feedback on what they liked and areas for improvement. Even if the meeting didn't work out, aim to build a professional relationship with them.
The key is to learn from the experience, identify actionable steps for improvement, and approach future client interactions with a positive mindset and a commitment to continuous learning and growth.
