Business Meetings (General Web Design ?)

You usually bring a legal pad and a pen. Try to do your homework beforehand about what the customer may want.

laptop with preloaded websites for display, or arrange to be somewhere with web access

physical portfolio of work, preferably in plastic so you can draw on the other sites for elements that the client wants in his/hers.

business cards

calendar/palm/daytimer

food if applicable (client in your office)

as many team members as you have physically available or set up teleconferencing if you work with a permanent team, if they will be needed

Definitely agree with Suzanne here.

I always go to the client, shows more respect than having them come to you IMO.

I take a laptop, portfolio folder, note talking stuff. Do a little bit of research into the industry, review competitors sites.

Always go armed with information. The worst thing to have happen is to get to a meeting and have nothing to say of substance. Go in armed with the next step mentality (something my old boss used to say), in other words, have the next step worked out in your head.kind

It also depends on whether or not your client has exp. in web projects. If they haven't be prepared to lead the meeting. If they have a fair bit of experience, then both of you shape the meeting.

My charming personality and my winning smile

Seriously though, in addition to what's been mentioned, I find that site trees help a potential client, especially the web novice, conceptualize the breadth and depth of a project. I have outline templates which I use for this purpose.

Oddly enough, I've been doing an increasing amount of "virtual" work and haven't actually met my last 4 clients. Let's expand this a bit (if I may) to discuss - how do your business practices vary, if at all, when dealing with long distance clientele?

Most of my clients are what I would call "remote". The proccess I use with local clients in very similar to how I approach my remote clients. I start with what I call my "prospect form" which outlines their needs and some general information about their business. From this form I create a proposal for their project and deliver it either by snail-mail, fax, or e-mail along with a copy of my contract. I call to verify that they have received the proposal and contract and schedule a time to go over the items I have sent.

The next "meeting" is usually pretty lengthy and we go over the proposal, what my recommendations are, and any concerns they may have about it and/or the contract. I also touch on payment options. If everything goes well I send them an official contract with any modifications and I wait for it to come back signed with a retainer check

I use the same process if I was meeting with a client face to face. Normally I go to them but there have been a few that have come to my office for a meeting.

If at all possible I try to get out to see my remote clients. I have a few in the Chicago area so when we are in to visit my husbands family I call clients and schedule a lunch or something casual so they we can both put a face to the voice over the phone. I do a lot of work for airports and I attend aviation conferences twice a year and meet clients then as well.

On a bit of a side note.......I never go anywhere without my printed portfolio, business cards, stack of prospect forms and a few sample contracts. You never know when you are going to run into someone that wants to talk business.

what are site trees?

like so:

The best advice I was ever given in the beginning was to be the part of the client and pitch to yourself. Keep in mind though, as the client, you have no knowledge of what it involves to have a website, how a website is created, or anything like that. And as the client, you are not that interested in the technical stuff, only your business and how a website can benefit you. Practice with a non-techie friend or whatever to make sure you aren't sounding to technical, going to fast, sounding monotone or unsure, and so on. I always carry a legal pad with an outline of how I want the meeting to go and the questions written and ready with each step. I don't have a lap top and don't need one. I've never had a meeting in which we view sites, examples and stuff from the net. This will slow down the meeting as a whole. Have quality printed, laminated examples of sites from thier industry or of those they've explained before that they like. On your pad, make notes in reference to these as to the clients comments and such. No need to draw out ideas right there and play with the clients ideas. This could go on for ever and it still won't be right. Best to create the quick mockup in your image app, put it online, and talk back and forth with the client at thier convenience.

This is just some thoughts. Every client and situation is different and will be treated differently. You just have to plan ahead the best course of action you can think. And remember, be the client.

Hey that it some cool information in the discussion so far. I have one query as I'm starting up a company in the UK and would like to know the type of thing you have in the contract or where you get them from thanks. T

Welcome to TWF,

Are you doing website design? (competition for me eh!!)

Yup - but only low key and for a short term until I see how it goes

Good luck with it

Taff, What program do you use to create your trees?

Quote: Originally posted by Lukster
Taff, What program do you use to create your trees?

MS Organization Chart. If you have MS Office, you've got Org Chart. For some reason, Microsoft buried this app. The best way to access it is to insert as an object into a Word/Excel doc.