"To come together for a common purpose."
This is one way Webster's Dictionary defines the term meeting.
Meetings are one of the basic tools of the business world; yet, they are arguably one of the most important. It is critical that first–time meetings, especially those held to meet possible new partners or business associates, are planned out accordingly. If you really think about it, initial meetings are not too different from first dates. You have strangers coming together, both unsure of how it will all turn out. Anticipation, nerves, and excitement are all part of the process. Truly, these meetings are not only helpful to find out how this new partnership may help or strengthen either side, they are also useful to see whether or not we like the people we are to do business with. Besides, no one wants to form a partnership with someone they don't like. It's these, fi rst–meetings, which we'll further explore.
I'm never surprised when even the most seasoned business individuals are not entirely prepared for first meetings. Aside from your standard taking of notes, exchanging of business cards, and appropriate hygiene, there is much more to think about. The following are a few tips that may help you lead a successful initial meeting.
LOCATION IS EVERYTHING: When planning a first meeting, make sure you pick a neutral location. Unless you're seriously into intimidation (The Art of War) or just plain lazy, there is no need to make people come all the way to you. Sure, often it makes sense to have a meeting at someone's place of business, especially if there is a product involved that cannot easily be transported. Another example would be in a real estate situation, of course. But when it comes to most other meetings, the standard is to choose a place both parties agree on. This should be a halfway point between the two parties. A loud bar full of drunken patrons is probably not the best choice. The location should be comfortable and quiet enough to hear each other without straining. A restaurant is always a good place provided you and they are prepared to have a long lunch. Few initial business meetings can properly be ended in under an hour. Keep in mind; a public place is never proper when talking about confidential or sensitive subject matter. If the meeting place is at the office, it's best to hold it in a conference room rather than in one's own office to create a sense of neutrality.
TACKLE THE TAB: Speaking of restaurants, The Golden Rule states, "If you call the meeting at a restaurant, you must pick up the tab." It is most uncomfortable to see a bill brought and placed on the table without anyone reaching for it. You better believe that everyone at the table is thinking what you are, "Who's going to pick that up?" If you set up the meeting, please take the check before it reaches the table. Better yet, give the waiter or host your credit card before the meeting even begins. On that note, if you know the other party is picking up the check, bring with you only key individuals to the meeting. Bringing three or four other people for the free meal and drinks is beyond tacky. If they pick up the check the first time, it is customary for you to do so on the next occasion.
GET TO KNOW THEM FIRST: Spend time getting to know the person in front of you before going strong into your pitch or business conversation. The first 10–15 minutes of any meeting should always be used to talk about anything other than the business at hand. "Are you originally from San Antonio?" can easily break the ice. "Have you always been in this business?" or "Did you catch the Spurs game last night?" might also work. Anything to get to know them as people before talking about business is helpful. Thsi is a time for bonding and feeling each other out. Believe me, if everything is going well, you'll know when it's time to talk business.
ARRIVE ON TIME! Nothing says, "Your time is less important than mine" better than being late. Working on a daily television show, my day is planned out in 30–minute increments. To be completely efficient, I usually know what I am doing every minute of every day and I like it that way. Always keep in mind that those meeting with you might have a schedule as busy or maybe even busier than your own. I believe that early is on time; on time is late. Finally, there is no good excuse for actually being late. Still, allowing someone 5–10 extra minutes of traffic time is acceptable especially in areas you know to be under construction. It's also useful to exchange cell phone numbers prior to the meeting in case something urgent does arise. If other meetings or engagements may possibly make you late, call the other person right away or move the meeting to another date altogether. I recently had someone that was 45 minutes late to our first meeting. What kind of message do you think that sends to me? Remember, above it all; treat others like you expect to be treated.
Last but not least, work on your handshake. A firm grip and direct eye contact shows confidence and commands respect. Nobody likes the "dead fish" handshake. Like I mentioned before, initial meetings are a lot like first dates; first impressions are everything!
