Having your own dedicated meeting room rather than holding meetings in a coffee shop or spare room can make a huge difference to how your clients perceive you and how effective your meetings are.
Confirm the Room Features First
Before you book a meeting room, it is worth checking out what exactly you are paying for. There are some important features that you would expect to be included with the cost of hiring a meeting room, such as: reliable Wi-Fi; a display screen or projector; whiteboard(s); sufficient chairs for all attendees etc. Some venues may charge extra for some of these so it is best to find out before you book the room.
Prepare a Clear Agenda
I also recommend that you send a short agenda to your client a day or so before the meeting. This can be a simple list of 2 or 3 objectives for the meeting with some rough time allocations for each. This will help keep you on track and ensure that your client knows what to expect from the meeting. It will also show your client that you respect their time and that you are not expecting them to sit around while you rummage through papers trying to work out where you started. Guidance on how to run effective workplace meetings is available from Acas, the leading provider of employee relations training, advice and expertise. According to Acas the single biggest factor in ensuring a productive meeting is setting clear objectives and sticking to time boundaries.
Sort Your Tech Before You Arrive
Test out the connection to the screen, log into any necessary software and ensure that your slides or documents open as expected. It is easily avoidable and looks much worse to your clients than it actually is. Ensure that you have brought a backup of any critical information with you, such as printed copies of your slides on a USB drive.
Organise Refreshments and Materials
Ensure refreshments such as tea, coffee and water are available, either by booking the meeting room through a venue that will provide refreshments or by bringing your own. Also, organise printed copies of relevant documents beforehand, to ensure that you come across as a calm and organised individual, as opposed to someone who is scrambling to find relevant papers. Ensure that all papers are laid out neatly on the table in front of you to avoid any fumbling around before the meeting begins.
Choose the Right Location
Accessibility is key when choosing a meeting room to hold client meetings. For those based in north Wales,Meeting Room Hire Conway is a great choice for businesses and freelancers alike, offering a central and neutral venue that is easily accessible for both parties.
A well-prepared hired room gives the impression of professionalism before you even start speaking to the client.
