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The Value of Networking

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Relationships are the beating heart of humanity and a factor that, for better or worse, impact your fortunes in life. In the professional sector, the process of networking presents opportunities to meet business colleagues with whom you might cultivate (mutually) productive relationships. Your willingness to meet and greet colleagues you encounter in various settings can open the door to relationships that bring tangible benefits to your business or career. Wherever conversations and handshakes can take place, even the sidewalk in front of the Apple store where a crowd of hopefuls waits to buy the next cool device, can be a networking opportunity.

Whether by intention or by chance, you never know how or when you’ll meet someone who will bring a positive impact to your life or business. Networking, wherever it occurs, is a low-risk gamble that can deliver a sizeable pay-off—information or insights that sharpen your business acumen, an introduction to a prospective client—or maybe finding a great tennis partner. Whatever happens during your adventures in networking, the benefits you receive will be better if you prepare in advance for the experience.

Develop objectives

As noted, networking has the potential to have a powerful influence on your business and for this reason, a well-planned marketing strategy will not overlook this resource. Smart Freelancers take networking seriously; you get the ball rolling by first strategically evaluating the potential value of the networking events you might attend. In other words, it’s important to understand why you think it’s a good idea to attend certain events? “To network” is an incomplete answer. What do you want to happen?

Well—maybe you recognize the name of the speaker and you like the topic? You could pick up some useful information and hope to reconnect with an acquaintance or two whom you haven’t seen since the pandemic. You’ll be off to a good start with those two objectives. Now, consider if there is some information or insights your colleagues, if they show up, might share with you? Could it be that you’re thinking of offering a new service, or you’ve been investigating the potential of a niche market and one of your buddies could give you some feedback? Or maybe the program speaker can address your questions with you privately, after the talk? Now you’re on your way!

Networking requires a certain amount of time and money and you owe it to yourself to create a rational business case for your networking “why” by developing objectives that can be tied to tangible business outcomes or support one or more objectives. Networking needs an agenda, like touching base with a colleague or two because your recollection of their experience and relationships makes you suspect that either or both could give you some actionable input.

Be sure to check out the RSVP list, which the event organizer may have posted on the website, and confirm that your buddies—or someone else you’d like to meet—plans to attend. Whether or not you see familiar names on the guest list, there are basic questions that can serve as your networking agenda and almost guarantee a successful outcome, however modest. 1.) Meet a client. 2.) Get a referral. 3.) Get information. More potential agenda items are listed below.

  • Customer acquisition: Are you looking for new clients? Learn how clearly and concisely describe the profile of your ideal customer to colleagues you meet and connect with.
  • Strategic collaborations: Do you need a business partner or investor? Or maybe you’d like to find a Freelance videographer to join you on a project every now and again?
  • Investor: If your company is thriving and scaling in the form of growth or expansion is on your mind, you may be on the lookout for a knowledgeable and trustworthy investor who is willing to help you fund the plans for your enterprise.
  • Research & feedback: Is there a new product or service you’d like to test the waters with? Obtaining direct, first-person feedback from potential customers or industry peers provides useful, actionable, insights.

Attend the right networking events

Not all B2B networking events will be appropriate for your industry or business objectives. The “best” events depend entirely on what you’d like to make happen. You wouldn’t wear a tuxedo to a casual coffee meetup and similarly, you shouldn’t attend an emerging technology summit when you’d like to meet HVAC (heating, ventilation, air conditioning) specialists.

When investigating your networking possibilities, consider the event’s audience and how connecting with those who attend will be beneficial for you and therefore worth the time and money you’ll invest. Start with your objectives, then match them to the right event and develop a reasonable agenda that puts you on a path to a worthwhile networking outcome. Don’t forget to check the Small Business Expo’s Event Calendar for upcoming networking opportunities designed for for small business owners in your area.

Pre-meeting prep

Once you’ve chosen your event, devise your onsite strategy, from the initial meeting with colleagues to conversations that can segue into “What brings you here and what do you do?” questions to graciously inviting follow-up, if a post-event conversation appears to be mutually agreeable. If one or more colleagues are on the RSVP list, consider how your target contacts might be able to share info, give feedback, make a referral, or make an introduction on your behalf. You can rehearse how you might adroitly make the ask.

  • Research attendees: Most nationally known professional associations, industry expos and skills-building conferences post attendee lists on the program website; meeting organizers recognize the selling power of knowing who is on the RSVP list.
  • Upgrade elevator pitch: Meeting colleagues while networking is similar to an interview with a prospective client. In both instances, you must concisely and powerfully articulate your value proposition; as you describe your solution will help your a prospect to resolve a pain point or achieve an important goal. Distill your pitch until you can effectively deliver it in 20-30 seconds.
  • Note-taking app: Immediately after a conversation with a colleague, make it fast and easy to document key details of the conversation and future actions. A note-taking app will allow you to efficiently capture and organize your thoughts expressed as notes, drawings, images, or URL links and store it in the cloud for you to access on your devices. Expedite personalized follow-up by recording names, company, industry or expertise, discussion topic and agreed-upon future actions. Adding details (e.g., “mentioned s/he swims regularly”) will enable you to personalize follow-up communication and enhance the quality of your CRM data.

Positive first impression

The goal while meeting and greeting colleagues and facilitating potential relationship-building opportunities that might lead to a business collaboration or partnership of some kind is authenticity, so be your personal best self. Extend your hand and greet others with friendly eye contact, a warm smile and a firm handshake. On the no-fly list are: Card spamming—avoid the promiscuous distribution of your business cards, which is very annoying. Instead, exchange cards after a meaningful conversation. Monologues—networking and all conversations are a two-way street. Ask questions and listen more than you talk to obtain useful info and insights. Hard sell—no one wants to be sold to immediately. Focus instead on building rapport and understanding needs first, so you’ll learn where, how, or if your solution can address the contact’s goal or pain point. See below for behaviors that will enhance and optimize your networking fortunes.

  • Active listening: This is your superpower. Ask thoughtful questions and truly listen to the answers. People remember how you make them feel, not just what you say. This helps you gather “insights” into their needs.
  • The “Give before you get” principle: Offer value upfront. Can you share a relevant industry insight? Make an introduction? Recommend a helpful resource? These actions build trust and reciprocity and promote strong relationships.
  • Quality over quantity: Focus on having a few meaningful conversations that may lead to business opportunities or actionable insights, rather than dozens of superficial gab fests.
  • Open body language: Smile, maintain eye contact and avoid crossed arms. Approachability is paramount.
  • Graceful exits: When a conversation reaches a natural end, have a polite way to disengage. “It was a pleasure speaking with you, I see someone I need to catch before s/he leaves,” or “I’d love to follow-up on this topic later. Enjoy the rest of the event!”

After the handshake: nurturing business relationships

The business cards handed to you won’t bring a client or generate revenue on their own. The post-event phase is critical for moving new contacts from casual acquaintances to valuable allies who may be willing and able to directly impact your client list and annual revenue.

Nurturing your valuable relationships, whether new or long-standing, is a continuous process. Step up and offer info, insights, an introduction, or other help you can give to those with whom you are already acquainted, from an event speaker to others whom you meet during your networking adventure. You may be able to help in the moment but if necessary, consider inviting follow-up that will carry relationship-building into the future. When you hand your card to someone, make it clear that your style of networking is a two-way street.

  • CRM for contact management: Do not neglect to add new contacts to your database, with detailed notes that memorialize in your customer relations management tool the conversations you were so lucky to have. Now you’ll be able to smoothly pick up the thread when conversations continue. Schedule reminders to invite follow-up.
  • Social media engagement: Don’t just connect on LinkedIn; engage with their content. Comment thoughtfully on their posts, share relevant articles and diplomatically keep yourself at top-of-mind.
  • Share valuable content: If you discover an article, report, or event that you suspect would interest a contact, share it with them. Be selective with what you share as you position yourself as a helpful resource.
  • Make strategic introductions: If you know two people who could benefit from connecting, offer to introduce them. A good introduction is a powerful way to add value to your network.

The 48-hour follow-up formula

The real work begins after the networking event. The clock starts ticking as you leave the room.. The business cards handed to you won’t bring any clients nor will they generate any revenue until you get busy and keep the momentum going. The post-event phase is critical for moving contacts from casual acquaintances to valuable allies who may be positioned to directly impact your client list and annual revenue. Speed and a welcoming, personalized follow-up approach are your action items.

Your post-networking activity is to continue the conversation; furthermore, you must avoid stumbling into a sales pitch and also kill any signs of desperation. Your follow-up contact will be most effective when your tone is friendly and relaxed, but also purposeful—you have an objective and moving things forward is imperative. If it is you who will help a colleague further his/her objective, follow-through with whatever you committed to in a timely fashion. You can reach out by telephone, but a videoconference will be more effective and, if geography and schedules allow, a face2face meeting is better still.

  1. Personalized message: You’ll demonstrate your appreciation and authenticity to those colleagues you’ve agreed to follow-up with when you reference specific details from the conversation. A good way to personalize your outreach is to say something along the lines of “It was great discussing (the topic) with you at (event name) yesterday. Your insights on (the worthwhile wisdom) were particularly interesting.”
  2. Provide immediate value: If you referenced an article that your new contact found interesting, attach it to your follow-up message. If you made a strategic introduction on behalf of your new contact, mention that you were delighted to connect the two of them. If you gave feedback on an initiative or some other business question that your contact has been exploring, reference the interaction and invite him/her to reach out if there is another question or clarification that would be helpful. Providing value reinforces “give before you get” relationship-building behavior that builds trust and increases the likelihood that your favor will be appreciated and returned.
  3. Propose next steps: So you have an objective or two in mind and an action plan is needed to move things forward? In your message, suggest an in-person coffee meeting if geography allows or a follow-up videoconference call. “I’d love to continue our conversation about (proposed follow-up topic). Would you be open to a 30-minute face2face or video call next week?”
  4. Multi-channel outreach: Your first outreach method should be either email or text, whichever seems most appropriate for your new colleague. Next, since it usually doesn’t seem too pushy to invite new contacts to connect on LinkedIn send a request. Keep personalization going by composing a short invitation note that references where you met, as opposed to merely clicking on the prefab LinkedIn invite. Moreover, if your new colleague posts interesting content on the platform become a follower and, when you have something relevant to add, respond with a comment and not just a like, to demonstrate that you’re paying attention and understand the new contact’s value as well.

Thanks for reading,

Kim

Image: © NurnbergMesse Group

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Meeting Primer: Make Every Minute Matter

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So you’ve decided to call a meeting. Maybe you and your client’s team are due for an update/ check-in; or has an unexpected glitch created a project roadblock that demands a problem-solving strategy? Let’s look at the bright side—-has what appears to be an opportunity revealed itself and the purpose of your meeting is to verify that the opportunity is not a mirage and deciding how to proceed?

Oftentimes, a meeting means a decision must be made. When it comes to meetings one thing is certain—the purpose is always about finding the way forward, where you’re going and how you’ll get there. Moreover, there are always action items to follow-up on.

Meetings have a checkered history; there is an unfortunate tendency to deviate from the agenda and get lost in the weeds. Salvation is within reach, however, when the convener—you!—thinks through the key components of the meeting so that you will enable the meeting to both fulfill its purpose and leave the participants feeling energized, engaged and effective.

Agenda

It is your job as meeting convener to create the conditions for a successful meeting. Begin by identifying the purpose of your meeting—must potential solutions to a problem be explored, or must the team determine strategies that will advance a certain goal? Once the meeting purpose is confirmed, the convener will then consider which information and/or actions will be needed to support the meeting purpose and inform the creation of the meeting agenda—which will be the meeting journey roadmap. To create the agenda, allow yourself to do some some free association thinking to get a mental picture of what must be discussed and resolved.

Attendance

Next, decide who should attend, as well as those who perhaps for political reasons you would be wise to invite. There may be certain stakeholders or power brokers who must be in the room (or in virtual attendance), whether you want them there or not. Those on the must-invite list could be a net-positive, however; you may be able to convince one of the VIP attendees to troubleshoot, green-light, recruit allies, approve funding, or somehow advance your vision of what needs to happen.

Following the list of heavy weights, you’ll be free to draw up a list of those who should attend, who you want to attend, because they have the subject expertise and insight that will benefit the meeting purpose. Finally, there are those you should ask to attend because they know how to get things done and can be trusted to carry out important action items—and just as valuable, if there’s a vote taken, they’re with you!

Bear in mind that there may be stakeholders /VIPs who simply appreciate receiving info regarding the outcome of your meeting, but they do not need or want to attend. If someone doesn’t need to be there, offer them alternatives, such as asking them for pre-meeting input or sending them a follow-up meeting summary. Fewer attendees mean more-focused conversations—and ultimately better outcomes.

Use the “Five W’s”—who, what, where, when, and why—to generate the participant list. Who needs to be there? What, if any, special information should you bring in resources to support the conversation (meeting handouts or presentation slides? What information can drive decision-making and needs to be shared and what is just a distraction and doesn’t need to be included?

You must also consider the most inclusive and welcoming format for the meeting—in person or virtual? It’s entirely likely that your meeting will be hybrid and it will be necessary to design logistics that will make those who attend virtually feel fully present.

Engagement and participation

As you know, the best meeting outcomes are achieved when you bring together participants who have the means and motive to contribute something relevant to the proceedings. Lackluster participation in meetings weakens the result by reducing collaboration, hampering decision-making and eroding team unity. How can you encourage more fruitful engagement? Step One is to create an agenda that directs attention to the core purpose of the meeting, whether check-in, problem-solving, or decision that must be made, or opportunity to exploit.

Start by clarifying expectations for the meeting and participants by outlining some of the supportive behaviors you want to see in your meetings. For example, you might emphasize mutually supportive behaviors such as nonjudgmental communication, collaborating to tackle challenges together, sharing of resources and information. It’s also helpful to offer team members different ways to contribute—for example, allow for written input before, during, or after meetings. Giving those who are typically less vocal a structured role can help empower them to speak. When participants know that their insights and wisdom are valued, they’ll find the motivation and courage to speak up and they have the potential to perhaps bring an unexpected idea or perspective that will greatly improve the outcome and relevance of the meeting.

Finally, make every minute count and don’t run over. Set meetings for the shortest time necessary, not by default increments like 60 minutes. Honoring to the agenda and ending on time helps people sustain focus, reduces frustration and communicates to everyone that your meetings are worth attending.

Thanks for reading,

Kim

Image: ©Siphosethu Fanti/peopleimages.com for Adobe Stock

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2025 Can’t Miss Conferences for Freelancers

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The year 2025 has arrived and so, officially, Happy New Year! Shall we get down to business and press the start button on making this a very good year? Because the purpose of this diary is to pass along information intended to help you achieve your definition of a successful Freelance professional, I decided that professional development is the right topic to kick-off this years’ posts.

Professional development brings tangible benefits to every vocation, 1099NEC and W-2, and enables workers to acquire and incorporate new and relevant information and techniques. For example, you may be introduced to workflow methods that teach you how to work smarter— more efficiently and more productively by streamlining and simplifying processes that save time. In other cases, what you learn in a professional development conference may expand your business know-how and enhance your decision-making capabilities.

For those reasons and others, I’ve encouraged readers to consider attending conferences or other professional development programs. Continuing education, whether you find it in local professional or business association meetings, or regional and national conferences, are almost guaranteed to deliver useful benefits that can open your eyes and show you how to become a more productive, confident and successful Freelance professional.

Furthermore, along with the educational components as described in the conference agenda, the inevitable coffee-and-lunch break networking opportunities will allow you to meet fellow attendees, which at the very least can be an enjoyable experience. You might even meet someone, or reconnect with someone, who introduces you to a prospective client—or maybe you’ll make the introduction for someone (because generosity is good karma)?

In any case, many of you work from home, but still appreciate, and occasionally crave, face2face interactions, in particular those involve conversations that explore learning how to become more successful. Networking brings new colleagues and old friends into your life and may reward you with the discovery of a new and potentially lucrative and exciting opportunity, all as you receive a few pearls of wisdom from thought leaders in your industry.

My goal here is to give you some credible options, and also reasonable notice, of upcoming conferences where you’ll be sure to find useful professional development and worthwhile face2face networking opportunities. The search led to my discovery of Wisestamp, a company that creates business email signatures. I liked their list of seven 2025 national conferences that their team recommended and decided to share it with you. The Wisestamp team also developed a list of thoughtfully chosen questions you may want to ask yourself as you consider which conferences will best fulfill your agenda and fit your budget. See below.

Why attending a conference matters.

Attending conferences and other business-focused meetings can be very helpful to Freelance professionals, small business owners, or start-up entrepreneurs. You can expect to experience numerous tangible and intangible benefits, including:


1. Updates and implications of developing trends in your profession or industry.
2. Acquire new skills, upgrade existing skills.
3. Build your professional network.
4. Get energy, inspiration and pick up creative ideas while interacting with fellow attendees.

How to choose the best conference for you.

Consider these practical guidelines when evaluating which conference might best address your professional development goals:

  1. Support professional development goals. Every conference has a unique mix of topics and agenda focus (and sometimes, also a point of view to advance). As you might guess, the featured topic impacts who will be in the audience. That said if, for example, market research is the skill you’d like to improve, find a conference or other meeting that will cover the subject you’d like to learn.
  2. Check out reviews from prior year’s proceedings. Research conferences you may want to attend. To learn how they’ve impacted their audiences in the past, read reviews from participants and verify if what you’re considering is worth your time and money.
  3. Find out who attends. If you are attending a conference to further develop and hone your skills, make sure the speakers are well-respected in your industry. Also, since networking is key, contacting a conference organizer to inquire about attendee demographics will be worth your while.
  4. Budget for the right conferences. If your New Year’s resolution for this year is to curtail business expenses, you may still be able to attend a conference or other program that is meaningful to you. Plan spending to the best of your ability and every month, set money aside.

7 Great conferences in 2025

The Wisestamp team says their goal was to identify a sample of conferences scheduled for 2025 that can be expected to not only inspire and educate those who attend, but also provide an environment for developing meaningful connections and collaborations. With that in mind, the team evaluated the caliber of confirmed conference speakers, the quality of the information scheduled to be presented and the probable networking opportunities that should be available to those who attend. For more 2025 conference information, see WiseStamp.

1. B2B Marketing Exchange

  • Date: February 24 – 26, 2025
  • Location: Hyatt Regency, Scottsdale, Arizona
  • Price: $1,595 – $7,995

This conference is recommended for those who want a deep dive into the various marketing subtopics. Expect a great lineup of workshops and case studies. With 100+ speakers and 70 sessions spanning six tracks. The conference also includes an award-winning ceremony,“The Killer Content Awards” (AKA, The Finnys) for outstanding B2B marketers and campaigns. Previous speakers have included leaders from Google, Siemens, DemandGen, 3M and Oracle. #B2BMX Great for B2B marketers, CMOs, B2B Freelance writers and B2B strategists.

2. SXSW Tech

  • Date: March 7 – 15, 2025
  • Location: Austin, TX
  • Price: $795 – $1,895

The South by Southwest Conference & Festivals celebrates the convergence of the interactive, film and music industries. The main focus of the show is based on innovations and startups, including the size of 72,000 (including the music and art content). SXSW Interactive content is the most relevant to entrepreneurs and SMB owners.

3.  Startup Grind

  • Date: April 29 – 30, 2025
  • Price: $199 – $599
  • Location: Silicon Valley, CA

Startup Grind is an extraordinary event where 7,000 founders and investors, along with 200+ speakers, come together to participate in 100 sessions, workshops and investor Q&A sessions. This event will also feature 300+ exhibiting startups, setting a record for the decade.

Startup Grind is a unique combination of great content and remarkable people, all set in an incredible environment. The event introduces custom-built networking technologies, enhancing the experience for every attendee. Topped off with an unrivaled feeling of intimacy, the event is designed to ensure not only amazing business opportunities but also an awesome time for all participants.

The main focus of this event is on start-ups and SMB, making it the perfect venue for emerging entrepreneurs and seasoned investors alike. It’s an opportunity to connect with like-minded individuals, gain valuable insights and learn about the latest trends and practices in the startup world. With its emphasis on quality content and networking, this event promises to be an invaluable experience for anyone involved in the start-up ecosystem.

4. Social Media Week New York

  • Date: May 12 –14, 2025
  • Location: New York, NY
  • Price: $299 – $1,119+

Social Media Week New York is one of the world’s premier conferences regarding social media. The main topic of focus is social marketing, media and technology communications. The size is roughly 3000 people and 60% of attendees are aged 25-35. Special note: attendees under the age of 25 can enjoy a significant ticket discount.

 5. MozCon 

  • Date: TBA, June 3-4, 2025
  • Location: Seattle, Washington
  • Price: $999+

MozCon is a three-day conference that has only one track. If you’re seeking a conference that doesn’t require a ton of decisions making this one is for you. Here you’ll have many opportunities to gain actionable takeaways from sessions that dive into SEO, analytics, content marketing, social media and customer experience. The speakers range from in-house Mozzers to marketing industry leaders. The conference is a good fit for SEOs, content marketers, agency employees with a specialization in content, analytics specialists and marketing consultants.

6. WBENC

  • Date: June 23 – 26, 2025
  • Location: Denver, CO
  • Price: $2,000+

The 2025 WBENC National Conference is the world’s largest conference for women-owned businesses. Thousands gather to network and do business, all united by a shared drive to uplift women-owned businesses. This is where connections become collaborations, insights turn into innovations and big dreams meet limitless possibilities.

7. World Business Forum (WOBI)

  • Date: November 11 – 12, 2025
  • Location: Sydney, Australia
  • Price: $1,890 – $3,290+

Organized by WOBI each year in a different city across America, Europe, Asia and Australia. The World’s Business Forum is a two-day event that brings together thousands of restless minds who share the same passion for business. A blend of content delivered by CEOs, entrepreneurs, innovators, thought leaders, and creative minds. 1000+ people will attend.

Thanks for reading,

Kim

Image: © Forbes.com (2019)

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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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Business Meeting Etiquette

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We are now on the other side of Memorial Day Weekend.  For many Freelance consultants,  the start of Summer means that work assignments wrap up and one wonders not only how to make good use of time,  but also how to create the conditions for a profitable September and fourth quarter.  Over the years,  I’ve found that a surprising number of decision-makers are also less busy in Summer and are therefore more amenable to scheduling a meeting with me.

On the other hand,  you may be very busy working with a client who must have a certain initiative up and running right after Labor Day.  You may be leading a team and thus responsible for achieving milestones,  disseminating information and maintaining team member enthusiasm and focus during steamy Summer days,  all of which will cause you to occasionally schedule meetings.

Regardless of your motive,  take steps to ensure that your meetings are perceived as worthwhile by those who attend.  Define a clear purpose and use that to create an agenda.  If you are a project leader,  you must identify questions that need answers,  confront current or potential roadblocks,  or possibly evaluate the need to make adjustments to the project scope or its time-table.  Next,  decide who should attend and begin the scheduling process.  Invite only the stakeholders: those who are carrying out the project,  the project sponsor and those who will be directly impacted by its outcomes.

To win a client meeting,  your agenda is to articulate the value of what you propose and convince the prospect to meet with you and ultimately,  offer you a contract.  A telephone call in which you propose a meeting is the simplest approach,  unless you can arrange to  “accidentally” encounter him/her at some location and  make an in-person request.

When bringing together your team,  a group email is the preferred method of contact and within it state the purpose of the meeting;  who will be asked to present;  any materials that team members should bring along;  and the expected length of the meeting.  In both scenarios,  offer two or three possible date/time options.  When a date has been chosen,  immediately send a confirmation email and reconfirm 24-48 hours before the meeting date,  with an agenda and relevant reports attached for the team meeting.

Set a good tone by opening your meeting no more than 5 minutes after the official start-time and by warmly greeting participants and thanking them for attending.  Remember at the start to properly introduce any guests or anyone who is new to the team,  stating proper names,  job titles and role on the project.  Have hard copies of the agenda and any meeting materials available for each attendee,  no matter that those were sent with the confirmation email.

Move through the agenda items and get resolution on each one,  even if that means follow-up is needed.  Encourage attendees to participate and enforce good manners.   Make certain that no one gets shouted down and that everyone who would like to contribute gets a respectful hearing.  Ask that only one person speak at a time and that those who would like to speak first raise their hand to be recognized by you,  the presider.   End the meeting on time,  unless participants agree to stay longer to complete unfinished items.

If the meeting is held in a restaurant,   you called the meeting and you pay the bill.  If you are a consulting project team leader,  confirm reimbursement procedures with your company contact in advance.  If you meet with a client,  arrive at the restaurant 15 minutes early and arrange a discreet payment protocol with the host,  so that an awkward moment is avoided.

Enlist a meeting note taker,  or take them yourself.   Within 72 hours after the meeting,  send to all participants a draft copy of the notes and invite corrections.  When corrections have been made,  send the final copy to all who attended and also to the project sponsor,   whether or not s/he attended.  If meeting with a client,  send a thank you letter that is hard copy or an email,   in which you document any agreements and action items.  Make sure that all meeting participants carry through with their follow-up commitments in a timely fashion.

Happy Summer and thanks for reading,

Kim