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Meeting Maestro

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The ability to run a good meeting is widely regarded as a hallmark of a competent leader.  Meetings are important forums for communication and the development of goals and strategies that will move an organization forward.  When designed and conducted correctly, they promote understanding, cooperation and bonding and lay the groundwork for productive and satisfying teamwork.  Yet unfortunately, many meetings are useless time-wasters that result less in action and more in frustration.

I facilitate meetings for a living (mostly strategy planning, at for-profit and not-for-profit organizations) and I think the reason I’ve chosen this path is because I’ve been forced to attend so many meetings that have been a complete insult, such a huge waste of time that years later, the bad memories continue to haunt me.

Respectfully, I offer readers suggestions on how to run a meeting that will make you look good, from pre-meeting preparation, to your opening remarks and the conclusion.

I.      Create an agenda

People want to know what to expect and understand why they’ve been asked to attend.

II.     Invite stakeholders only

People want to feel that their presence at the meeting is crucial to the development of a resolution.  Be selective in who you include; most meetings should not be open forums.  Invite those who care about the outcome of the subject under discussion and are willing and able to contribute to its resolution.

III.    Arrange a convenient date, place and time

Send an email and propose two or three possible meeting dates and times.  If there are any on your invite list who must be in attendance, clear the dates with them first, then invite a wider circle.

IV.     Send a meeting reminder, attach the agenda and hand-outs

Two or three days before the meeting, send out a reminder and attach the agenda and meeting hand-outs.

V.      Confirm the meeting room and A/V equipment

It is advisable to first check the availability of the preferred meeting location and once specifics are confirmed, quickly reserve the room and audiovisual equipment that you will use (sreen, microphone, podium, LCD for Power Point, etc.). Just before you send out your meeting reminder, confirm that what you’ll need will be in the room.

VI.     Verify that A/V equipment works

Audiovisual equipment loves to malfunction.  Do a test run and de-bug the system if necessary.  Your mission is to make the transition from participant arrival to the meeting’s start seamless.

VII.    Bring hard copies of the agenda and hand-outs

Precious few people will print out the meeting materials and bring them along.

VIII.   Start on time

Be respectful of participant’s time.  Starting 5 minutes late is OK, start sooner if all have arrived.

IX.     Welcome and purpose statement

Thank everyone for making the time to attend and then state what the meeting will help to achieve.  Keep the purpose statement simple, ideally something that can be stated in two or three sentences, tops.

X.      Encourage participation

Bringing out good ideas is what meetings are all about: capitalizing on the creativity, resourcefulness and ingenuity that group synergy can produce.

XI.     De-fuse agitators and hijackers

Meeting hogs are to be discouraged. There may be someone in the room (alas, perhaps an ally) who is genius at pulling the meeting off-agenda and dragging it into the weeds on subjects that may be worthwhile, but would be best discussed in another venue.  Should such a statement be made, thank the person for bringing it up, since it’s probably related to the topic, but simply state that time must be devoted to the agenda and other off-shoots will benefit from discussion at another time and forum.

XII.   Sum up and end on time

Whenever possible, end the meeting on time and early is even better.  Most of all, achieve the meeting objectives.  Review and confirm all action items and individual or team responsibilities.  Within a week, send the meeting minutes to all who attended (and maybe a higher-up who should be kept in the loop), taking care to put all agreements and time tables in writing.

Thanks for reading,

Kim

 

 

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Stepping Up Your Game: Office Space

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Working space matters.  We spend many hours at work and the place where we do our job can impact the quantity and quality of the work produced therein.  Freelancers often brag about our ability to work from home,  or the coffee shop,  library,  vacation house,  or wherever,  but these environments may bring many distractions that have the potential to de-rail concentration or creativity.  Furthermore,  none are a suitable location into which an A-list prospective client can be invited for a serious meeting.

If you find that you need an office outside of your home,  perhaps it’s because you’ve hired others to work with you and a home office is no longer practical and appropriate?  Your office,  regardless of the configuration that you can afford,  is an extension of your brand.  It must represent you well.

If your goal is to attract bigger budget clients,  then you must demonstrate in many ways that your operation is capable of delivering more complex products or services.  You must instill confidence in those who you ask to hire you. That will almost certainly entail contracting for good office space.  At last,  it’s time to move out of the house.

Co-working space

This is often the first place that Freelancers and entrepreneurs consider when it’s time to move from a home to a formal office.  Think of co-working as moving in with roommates.  Lay-outs vary,  but you’ll have dedicated work space that will feature a greater or lesser degree of privacy.

Besides your discrete work area,  all other spaces are common and amenities are shared. You’ll gain the use of resources such as a photocopy machine,  scanner,  conference room with basic audiovisual equipment like LCD for Power Point presentations and a screen.  There will probably be a kitchen,  or at least a coffee and tea maker, microwave and a refrigerator.

Many co-working spaces are exclusive to a particular industry (tech, usually).  They’re designed to encourage networking and referral building,  because they are populated by small operators who tend to outsource functions such as website building,  graphic arts,  accounting,  HR,  or bookkeeping, for example.

But like living with roommates,  privacy can be a challenge because so much is out in the open,  including perhaps the desk space.  Book the conference room for important meetings.  Or maybe confidential meetings could be held in a local coffee shop, ironically,  where anonymity could work in your favor.

Shared prestige

Some co-working spaces are in luxury commercial buildings that have lost a big client and the owners make up the lost revenue by renting out to those who seek the prestige of a great office,  but only for a fixed amount of time each month,  when they need to impress a client or prospect.  An office share is probably a more accurate term.

Typically,  there is a receptionist who calls when an appointment arrives and you come out to the desk and greet your VIP,  pretending that you can afford an elegant office on a full-time basis.  You’ll most likely have the use of a lovely conference room or maybe two.  You will have a proper office with a door that closes,  giving privacy.  You’ll have a great kitchen,  high-end photocopy machine and other standard office amenities,  too.  The receptionist may also answer your office land line and then forward calls to you,  which you can return at your convenience.  If it’s set up correctly,  no one will know that you’re in a share.

Private office

An office suite,  even a small space,  is a big financial commitment; commercial leases are often three years and difficult to break.  You must have a good handle on your projected revenues.

Think carefully about your staffing needs to determine the square feet that you’ll rent.  Do you anticipate hiring an administrative assistant and others to work with you in some capacity? There must be space to accommodate these workers,  even if they are not in-house 52 weeks/year.  Whether or not they are likely to all be in the office simultaneously is another consideration.

The types of work stations that different workers will require is another important consideration (as are the computer software programs they’ll need to do their jobs).  The size of the desks and the type of chairs matters,  as well. Ergonomics count,  as its use decreases the risk of developing back and neck aches and promotes productivity.

Finally,  there is the issue of the floor plan.  Open plans are popular,  but the office cubby gives more privacy.  Will you,  the boss,  have a private office,  or will the open plan work for you as well,  communicating that you are a team player?  Will you need a conference room?  Speaking with an office planning specialist could be money well spent.

Thanks for reading,

Kim

 

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Going Forward: Employee to Freelancer

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The Freelancers Union  http://freelancersunion.org estimated that in 2013,  there were more than 53 million self-employed workers (in many permutations and degrees of earning power,  from fashion photographers,  to technical writers,  to Uber cab drivers) in the U.S.  That represents an astounding one third of the American work force participating in Freelance employment at some point during the year and it’s predicted that the number will only trend upward.

Plan to succeed  is the credo of every self-employed professional.  Effective planning requires one to first anticipate events and conditions that may be encountered and  then devise strategies that will overcome obstacles,  or at least lessen their likely impact,  and as well capitalize on expected opportunities.  Before you invest money and time on a mission to go it alone,  consider these realities.

No free tech help

Santa gave me an iPad Mini tablet for Christmas and the external key board that is part of its case quit functioning after three days.  The online advice that I hoped would help me to restart the thing was not useful.  I suppose a (time consuming) trip to the Apple Store must be made,  because I cannot ask a tech support colleague to rescue me.  At some point,  there will be a technology related glitch for every Freelancer: Power Point will embarrass you.  The printer will frustrate you.  You’ll be unable to install  your new software.

Taming home office distractions

Working from home requires real discipline and focus and potential distractions are everywhere.  Unless the call is from a client or business associate,  it may be advisable to refrain from answering calls (or emails/texts) from friends and family until lunch time or after hours.  If you have small children at home,  take them to day care or hire a nanny or other care taker to supervise their activities.

Ringing doorbells,  the television,  social media sites,  grocery shopping,  pet needs and house work can also undermine your work schedule.  If you foresee potential challenges to your ability to be productive In a home office,  then investigate co-working spaces.

Co-working arrangements can be very beneficial.  The office supplies,  meeting rooms,  A/V equipment,  coffee/tea and maybe even a co-working buddy who will provide some free tech advice will be available in the rental fee.  As an added bonus,  networking opportunities,  billable hours and camaraderie can arise from co-working colleagues.

No colleagues to commiserate with

Business owners and Freelance consultants work harder and must meet or exceed very high expectations,  every time.  It is easy to feel overwhelmed,  especially in the early days of running your venture.  At your job,  there was most likely someone who understood the nuances to talk you through things.  Now,  there is only you.

Joining a neighborhood business association,  professional association and/or your local chamber of commerce will give you numerous opportunities to meet self-employed professionals much like yourself.  Get to know a select few and create a support network for each other.

Moreover,   it is certain that you will have opportunities to receive and perhaps also lead  professional development programs that demonstrate  your expertise and leadership skills in the company of your peers.  You and your colleagues will be looking to make referrals for one another.  The time and money you invest in such organizations can pay real dividends and help you succeed as a Freelancer or business owner.

Needless to say there are other factors involved in the transition into the self-employed sector,  for example the requirement to find and purchase medical and dental insurance and set up a retirement account that works for you.  Launching even a solo freelance consultancy takes careful planning.  The more you can anticipate and prepare for,  the more successful your venture is likely to be.

Thanks for reading,

Kim

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Transition: Employee to Freelancer

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Happy New Year! Is your number one New Year’s resolution to establish your own entity and become a business owner or Freelance consultant? Are you planning to abandon the “safety” of a traditional job to directly market and sell your products or services to customers with money and motive to do business with you?

Going out on one’s own is a thrilling and sometimes frightening prospect. Those who take the plunge eventually discover that many resources that are casually taken for granted while working in an office are not readily available to those who step out on their own.  As you weigh your options and prepare to write your business plan,  be aware of a few changes and expenses to expect should you join the self-employed sector:

No paid days off

It is now Winter and there will be days when extreme snow fall could make it impossible to meet with a client or otherwise work.  Further,  regardless of the season,  there will be no more paid sick days,  vacation days or personal days.  In particular for those who own a small B2B or B2C venture where the business model requires you or your employees to visit a customer location (e.g., cleaning services),  or customers to visit your location (e.g., a laundromat),  snow days = no revenue days.

Establish business credit

For tax purposes,  it will be useful to open a separate business bank account and also apply for a business credit card or two.  There will be business expenses to write off and you want to make it easy to monitor spending.  Do yourself a favor and check your personal credit ASAP and correct any errors.

Financial management

Financial management will assume more than one form.  As noted above,  you’ll need to establish credit for the business,  so that you can order inventory and supplies without immediately impacting business cash flow,  for example.  Those are Accounts Payable items.  You will also need to ensure that clients pay on time,  or at all,  and that is an Accounts Receivable function.

Maintaining sufficient cash flow is crucial to the business’ survival and your own ability to keep a roof over your head,  food on the table and your car on the road. You must develop a business budget and plan for the purchase of equipment,  licensing costs (if applicable),  insurance (if applicable),  professional certifications (if applicable),  or space rental (if needed).

In addition,  you may consult with a business attorney or accountant to discuss the legal structure of your venture: Sole Proprietor,  Corporation (chapter S or C),  or Limited Liability Company.  The type of business that you’re in and your exit strategy will play a role in choosing the legal entity.

Paying for office supplies

Free scanning and photocopying will be over.  When you need to staple a few pieces of paper together,  you must buy the stapler and the staples and you’ll buy paper clips,  photocopy paper and envelopes,  too.

There will likewise be no meeting space or audiovisual equipment for you to reserve.  You’ll have to meet at the (prospective) client’s office,  or at a coffee shop or other restaurant.  Privacy might be an issue and arranging a Power Point or other visual presentation can be awkward as well.  A lap top computer or tablet are must-haves.  It will be imperative to possess the tools of your trade and to always appear as a competent and prepared professional as you develop your reputation and build your brand.

Next week,  we’ll look at more unexpected challenges that await those who choose to launch a business venture.

 Thanks for reading,

Kim

 

 

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Before You Make New Year’s Resolutions…

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This week,  we’ll  continue the quest of getting you ready for the New Year. Regular readers will recall that last week’s post gave an overview of the benefits of physical exercise.  Those readers are now completely convinced that working out on a regular basis will not only improve their health, strength and endurance,  but will also make them smarter,  more disciplined,  more resourceful and creative and  (most importantly!) better looking.  You’ll perhaps need to know how to kick-start your work out routine and so we will take a look at that old cliche, New Year’s resolutions.

In a study by John Norcross, PhD, Distinguished Professor of Psychology at the University of Scranton (PA) and author of Changeology: 5 Steps to Realizing Your Goals and Resolutions  (2012),  45 % of Americans usually make resolutions to put themselves on the right track in the New Year and 38 % never make such resolutions.

Norcross discovered that of those who make at least one New Year’s resolution,  8 % achieve their goal and 46 % continue with their resolution for six months or more.  He concluded that people who make New Year’s resolutions (or other types) are 10 times more likely to attain their goals than those who do not explicitly make resolutions.

So how do you get yourself into the victorious 8 %? Basically,  you need to pick the right resolutions to pursue and give yourself the tools to achieve them.  The question to ask yourself is,  why do I want to do this?

Change brings one outside of the comfort zone,  so strive to make only those changes that seem to be right for you and do not aim to make changes based on what others feel you should do.  Unless you’ve been failing to meet obligations,  the expectations of others cannot rule your resolutions.  They must be meaningful to you and that will motivate you to work hard and attain them.

Second,  put yourself on the road to success by making SMART resolutions: Specific,  Measurable,  Attainable,  Relevant and Time-bound.  SMART resolutions will be easy and gratifying to track.  Establish target date milestones,  that is interim victories,  and give yourself a small yet meaningful reward each time you reach one.  Milestones are motivators.

Before you jump into taking on your resolutions,  it will be useful to devise an action plan.  How will you bring about these changes? What will be the processes and steps involved?  Map it out and include projected interim victory dates and decide the rewards that you’ll attach to each.

To enact an especially ambitious resolution,  or series of resolutions,  may require a support system,  if for no other reason than to make  you accountable for achieving them.  You may want to enlist a mentor or friend to act as a coach and motivator to give you encouragement and/or advice along the way.

If working out is your resolution and you can afford to hire a personal trainer for individual or (less expensive) small group training,  that will effectively keep you on track,  provide an exercise regimen that will serve as the heart of your action plan and make it easy to identify reasonable milestones.

Whatever you decide to do,  or not do,  about potential New Year’s resolutions,  the upcoming New Year is the traditional time (along with your birthday) to hit the re-set button on life by making some beneficial changes.  Why not review the past year and decide what could be better and what is within your ability to improve? Your resolutions need not be earth-shattering.  The chance of joining the 8% winner’s circle will be greatly improved when you resolve to make small-scale changes that will nevertheless have a noticeable positive impact on your life.

Thanks for reading,

Kim

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Exercise Leadership in the New Year

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Physically fit people are in general healthier, smarter,  physically and psychologically stronger,  younger looking, less stressed,  more disciplined and more focused than their sedentary peers,  according to medical researchers and exercise physiologists. These attributes benefit all of us and they in particular serve Freelance consultants and business owners very well.

The tangible and intangible benefits of exercise are directly transferrable to our business lives,  for what a successful Freelance consultant must be is calm,  disciplined, focused, resourceful and prepared to overcome challenges, seize opportunities and deliver excellent results every time.

Because the self-employed typically have more control over our schedules that should make it easier to begin and maintain a regular exercise regimen.  Researchers recommend that to achieve the  best results of an exercise regimen,  we should aim to get at least 45 minutes of weight lifting, cardio, core training and/or yoga at least four times per week.

Surfer and CEO of Manhead Merch, Chris Cornell, shared a few reasons for making the sport  (that is, physical fitness regimen) of surfing part of his life and business strategy.

Better perspective

As we go through life, we are eventually able to view challenges in a more balanced way.  What appeared to be a life-altering crisis at age 21 is all in a day’s work by the time we turn 35.  Because working out regularly makes us physically and psychologically stronger,  it prepares its practitioners to fight stress and fatigue.  “Working out serves as a life balance and centering point for me,” according to Cornell.

More creative

In Cornell’s experience he has observed that “Working out while being alone with your thoughts enhances creative awareness. You are more mentally sharp and physically settled at the same time”, he notes.

I’m not the most creative person that you’ll meet,  yet most of my clients , colleagues and friends I believe would consider me to be resourceful.  As a matter of fact,  during my work outs (and especially, in the post-work out shower) solutions to vexing problems have come to me.

Improved decision-making

Those who work out regularly learn to listen to their bodies and their intuition and they are able to figure out what is and is not good for them. They eventually  learn when to work through a problem, or when to walk away, for that is what is encountered in the gym.

Am I too tired to continue this workout? Am I injured and should I do a light work out, or take a few days off and make an appointment to see a chiropractor or an orthopedic surgeon? Decision fatigue and general indecision is diminished.

Perseverance

Formidable challenges await in the gym and in the business arena. In the gym,  one learns to dig deep and push through the challenges.  As you train to do this physically,  you also train to do it psychologically. Working out makes us stronger and more resilient. It is a confidence booster, as studies have shown. One develops the mental strength to face down onerous tasks and take them on with everything you’ve got.

If you regularly visit your local gym and/or participate in a sport,  you have experienced and appreciate the numerous benefits of exercise.  If you are among the 80% of Americans who is sedentary,  why not rethink your strategy and view your exercise regimen as an activity that confers competitive advantages?

Merry Christmas and thanks for reading,

Kim

 

 

 

 

 

 

 

 

 

 

 

 

 

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Managing the Difficult Client

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In your Freelance consulting venture you will work with dozens, if not hundreds, of clients.  Your experiences  with different clients will eventually allow you to recognize certain recurring personality types or working styles.  In your mission to retain clients over the long-term,  you will find it useful to understand the perspectives of the various personality types and learn to create successful,  or at least less fraught,  working relationships with them.

The attention craver

The onslaught of before or after office hours calls and voice mails will be your first clue that you have signed on with a high-maintenance,  controlling,  attention-craving client.  If you’re on a high-priority deadline project,  then the calls and emails may be part of what it takes to get the job done and impress the client with your work ethic,  business acumen and ability to guide the project to a successful completion.  But when the calls do not address an urgent matter…. hhhmmmm.

As noted with several of the difficult clients discussed in this and last week’s posts,  setting boundaries is recommended.  Answer the attention-craver’s calls or emails in a timely fashion.  If by your standards calls have been made during your personal time  (7:00 PM or after,  for example,  or on a weekend)  and the matter is not urgent,  politely state that while you appreciate updates,  you will be happy to address project matters by 8:00 AM on the next business day.  If you reach the client’s voice mail,  send an email to confirm your reply.

The analysis-paralysis specialist

The analysis-paralysis specialist is methodical,  prone to taking his/her time when evaluating matters and will likely respond well to credible data.  Getting a fast answer or decision may be a challenge.   S/he is afraid of doing the wrong thing by failing to consider the inevitable plusses and minuses of the choices presented.  Spreadsheets are favored.

If you have a recommended course of action,  compile statistics and case studies to support your opinion and invite other team members into a meeting with you to lend support.  It will be important to help this individual feel confident and ready to move forward.  Solid evidence and a consensus of opinions will be required.

The busy business owner

This overwhelmed CEO is most likely very happy to have you on board to manage an important project,  but s/he is perhaps unable to take full advantage of your expertise because s/he is too busy to adequately integrate you into the process,  or take the time to sit down and apprise you of the organization’s challenges, needs,  or opportunities and the services you can provide to address what is presented.

You can help the busy business owner and yourself by creating short reports that focus on key performance indicators that allow the busy one to access necessary information.  Concise progress reports,  documentation that milestones have been reached on time and other demonstrations of the results of your work will be appreciated. Try to schedule meetings when progress discussions should take place,  but keep them short and focused.  Send a list of questions when you schedule the meeting,  so that your busy client will be more likely to take the time to share project critical information.

Thanks for reading,

Kim

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How To Manage A Difficult Client

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Full disclosure: when I went out on my own as a Freelancer, my very first client was a terrible human being and as a result the project was a difficult  experience.  I did the best that I could to satisfy the completely unreasonable expectations,  time frame and amount that this individual was willing to pay.  Most of all, I came to recognize the rookie client management mistakes I had made,  chiefly,  failing to confirm the full project scope,  budget and length.  I also learned how to recognize who had the potential to become a bad client (not a fool-proof science,  but helpful nonetheless).

Furthermore,  I now have the inner strength to fire a bad client,  because they just aren’t worth the money.  If you find yourself in an assignment and client neuroses suddenly emerge,  you’ll need tactics that will help you exercise some control over the situation and preserve your dignity and sanity and perhaps the client relationship as well.

The nitpicker

There are two types of nitpickers: one who is willing to pay for the time it takes to second-guess every aspect of your work and those that want to abuse your time.  The only good thing about a nitpicker is that s/he can make you more precise about your work.

Setting boundaries is the preferred defense,  but be advised that a client has every right and in fact a responsibility to scrutinize your work,  especially if this is your first project with the organization.  If your nitpicker client is OK about paying extra,  then pretend to welcome his/her suggestions and involvement.  Consider it a lesson in meeting or exceeding client expectations and building trust.  Maybe the exacting attitude stems from a previous bad experience.  Reassure the client that getting the job done right is your goal, too.

If your nitpicker does not want to pay extra for the second-guessing,  here is where the boundaries must be applied.  Allow for two revisions of your work and make it clear that beyond that,  there will be a surcharge for your services.  Consider declining future projects offered by this individual.  Going forward,  write into the contract a surcharge for revisions that you would find excessive.

The meeting maven

Meetings are useful in that stakeholders can convene to discuss the progress of the project and make any desired refinements along the way, while verifying that milestones will be met.  Progress meetings can be held periodically,  but too many are a waste of time.

In the project specs meeting,  it is useful to address the subject of progress meetings and suggest tying them to project milestones.  Include meeting time in your project fee.  It’s difficult to address the number of meetings after the fact if you encounter a meeting maven who thinks that you should not be paid extra,  or who likes to stretch meetings out to much longer than  necessary.

That client has you by the short hairs if numerous meetings are demanded,  or prescheduled meetings drag on and on.  You may need to decline future projects and chalk it up to a lesson learned.  Going forward,  anticipate the need to meet and discuss it beforehand.  Some long meetings may be beneficial to you as well as the client,  but make it known that you will be paid.

The penny-pincher

You may have been led to believe that you will work x hours/week on a project and unexpectedly,  your hours are decreased.  Or maybe the scope of your work is scaled back.  The penny-pincher’s motivation may be that s/he has second thoughts about paying an outside consultant,  or maybe there really has been a cash-flow problem.

Regardless of the agreed-upon contract that you have with this client,  s/he has the power to change certain elements and there is nothing a Freelancer can do,  except to opt out of the assignment and you may do exactly that if you have a better opportunity available.

If you do need the assignment,  make sure that the scope of the project decreases in proportion to the hours taken away.  Under no circumstances do you perform as usual,  no matter how much you may like and respect this individual.

If you can offer lower-cost alternatives that will help the client achieve certain important objectives, consider doing so.  You will be perceived as a real professional and positioned to win future assignments when cash-flow improves.  This would be a good time to ask for a referral.

Next week,  we can look at more difficult clients.

Thanks for reading,

Kim

 

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Smart Questions for the Client Interview

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A Freelance consultant’s first project specs meeting with a client or prospect is the time to start building the foundation for a successful working relationship.  A major element of a positive and productive relationship is your understanding of the client’s priorities,  which will allow you to assess what will be required to meet or exceed expectations.

Are you capable of doing the job alone, or must you subcontract some portion to a Freelance colleague ? Can you successfully complete the project within the client’s preferred time frame?  What will be your project fee or hourly rate?

Asking the right questions guarantees that you will receive the information that you’ll need.  As the meeting proceeds,  be sure to ask these three questions.  Your client will be happy that you did.

  1. What do you expect me to accomplish in the first 90 days?

Freelance consultants must hit the ground running. Unlike salaried employees,  there is no training or orientation period.  Often,  there are certain components of a project that organization leaders deem more critical than others. These components could be the most time-sensitive,  or simply the most urgent problems. If there are any front-burner issues,  you want to be prepared to take them on straight away.

     2.  What do you see as driving results for this project?

Getting your arms around these matters can make your project work easier and ensure that you achieve all milestones within the preferred time frame.

      3.  How does this project fit into the organization’s highest priorities?

Seeing the big picture is always helpful.  How important is your project to the company’s long-term strategy and mission-critical goals?  Your pricing will also be impacted by this knowledge. If the project is pivotal,  the smart Freelancer charges a premium.

Within 24 hours after the meeting,  send an email to confirm all major issues and agreements requested by the client and yourself  (think scope of duties,  milestones,  deadlines and your payment schedule). Your email can constitute the project contract and it has legal standing.

If your client would like you to perform additional tasks along the way, confirm that request, including the completion timetable, in writing and specify the additional fee and the payment due date.

Thanks for reading,

Kim

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A Fail-Safe Christmas Party Strategy

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Christmas party season is here, bringing Freelancers and business owners opportunities to become their own Santa Claus and put some new clients under the tree.  Christmas is the time to pick up the thread with clients past,  nurture relationships with clients of the present and meet clients you’d like to add to your roster in the near future. To make that happen,  you know that you’ll need a game plan.

First,  go to your parties alone.  Under no circumstances do you need to drag someone along with you, unless that person is required to get you into a party where you can expect to meet prospective clients,  or that person promises to introduce you to a good prospect while there.  Even that arrangement can be risky— a few years ago I was invited to what should have been a networking bonanza for me,  except that my friend wound up getting very drunk and even worse,  he reneged on bringing me into a post-party meeting with someone who could have been very helpful to me.

Second,  confirm the dress code.  A weekend party held after 6:00 PM will imply fancier dress and maybe even black-tie optional.  If you are the  +1 (guest),  ask your contact to send you the invitation.  If s/he does not do so,  then call the party organizer and inquire.  You do not want to show up improperly dressed,  even if your contact claims not to care about such things.

Men should wear a jacket,  even if a suit is not required.  Women should avoid too-short or too-tight clothing and revealing necklines.  Jeans or leather pants are out of the question for either sex,  unless your host is in the arts or tech.

Third,  ask who is on the guest list,  if you can do so casually and diplomatically.  Present your request as a way to find out if you’ll know others in the room.

Fourth,  polish up your short-form elevator pitch and think about how you might approach guests that you’d like to meet or reconnect with.  You may want to Google a name and find out what that person has been doing,  so you’ll know what to “spontaneously” bring up.

However,  be mindful that pushing business topics will be a turn-off,  unless the other person raises an issue.  Focus instead on scheduling post-party follow-up with selected people who would like to know more about your products and services.

While at the party,  greet and thank your hosts straight away,  before you visit the bar or buffet.  After that relax,  mix and mingle.  Brainstorm some friendly ice-breakers that will open the door to conversation (“How do you know [the hosts]?”)  Eating and drinking are party highlights,  but take it easy with the drinking.  I recommend that you have not more than one drink and then switch to a non-alcoholic beverage.  You must be sober to successfully work your networking agenda.

Moreover,  you’ll also need to master the drink and hors d’oeuvres plate juggle.  Hold your drink in your left hand,  so that you can shake hands easily and not give a cold,  damp greeting.  Likewise,  eat your hors d’oeuvres with the left hand,  so you don’t offer a sticky handshake.

Finally,  pay attention to the ebb and flow of guests.  Unless you’re in a serious conversation  when their number begins to fade,  find your hosts,  thank them for the invitation and take your leave.  There is an optimum time to arrive  at and leave a party.  Arriving 15- 20 minutes after the start time is usually good.  The next day,  send a quick email to thank the host once more.  After all,  a good party is a wonderful thing and you want to get invited back next year!

Thanks for reading,

Kim