3 Key Steps for a Successful Client Meeting
Client meetings are essential and form the basis for the work we do as editors.
In a very short amount of time, we need to unpack the project with the client, build rapport, get all the information we need and manage client expectations.
If these meetings are done well, both parties walk away with a clear picture of the work to be done. If a meeting is not done well, the client can feel wary of your abilities as an editor. You may need to multiple follow-up meetings to clarify aspects that could have been covered in the initial meeting, had it been planned out.
Approaching a client meeting with a clear plan is vital to the meeting’s success, something I experienced first hand recently on a project with RMIT, editing Learn to Fly by Benjamin Brophy.
Benjamin and I had two weeks from our first meeting in which to have all the copy written and edited for his photo-book, so I needed to use the 45 min meeting we scheduled as skilfully as I could. I always follow three key steps when preparing and conducting a client meeting:
- Prepare
- Ask Questions
- Outline Expectations
Step 1 — Prepare
When preparing for a client meeting, there are a few things to consider. However much time with your client you have, whether it’s 15 mins or an hour, you need to be able to get all the information you need from them within that time.
Thorough preparation is vital, and without it you may come across as unprofessional and uncaring about the client’s work. When preparing for a client meeting, I will create an agenda for it and mark out how I will use each part of the available time.
For example, if your meeting is going to be 30 mins long, you would set out 5 mins for introductions and building rapport, 10 mins for the client to run you through your work and what they need from you, 10 mins for you to ask questions, and 5 mins to set expectations and finish up the meeting. It is also important to list out some initial expectations for the project in your preparation. For example:
- What date do you expect the client to have their work ready for you?
- What services exactly are you offering to the client?
- Do you have enough time to do what is being asked? Or does the project need to be scaled back to meet a deadline?
You will also need to have a list of pre-prepared questions, which leads to my next point.
Step 2 — Ask Questions
Questions are the key to the crucial information you as an editor need to be able to do your job well. You should prepare some questions for the client beforehand, for example:
- Who is your target audience?
- What is your intention with this piece?
- What sort of tone are you wanting?
- What expectations do you have of my work?
Along with pre-prepared questions, note down any questions you have while the client is telling you about their project. You may need to clarify something the client said, or they may give you information that you need to dig further into. But when the client is speaking about the project, listen very closely as they may answer your pre-prepared questions before you even need to ask them.
Step 3 — Outline Expectations
The final step to having a successful client meeting is to outline both your own expectations, and the client’s. You should each leave this meeting with a clear idea of the work to be done, with little room for misinterpretation.
In the event that the work does need to be done ASAP, communicate to your client that due to the time restraint, the level of work you can offer will be different. Perhaps you will only be able to complete a proofread for spelling and grammar, rather than a full structural edit. Make sure the client fully understands this.
As well, some clients may not be entirely aware of what an editor does. It is your responsibility to let the client know exactly what you can and can’t help with. When working on Learn to Fly, I clearly explained to Benjamin everything that I was able to help with — writing captions, editing for flow in the storytelling, general grammar and spelling. By outlining these, Benjamin had a clear idea of what I would be able to realistically do in the time frame we had.
By following these key steps, it is highly likely that your client will leave your meeting feeling at ease, and with faith in your abilities as an editor. By preparing, asking questions and setting expectations, you are showing the client that, not only are you professional, but that you take their project very seriously.
Regardless of whether you have 15 mins or two hours with your client, by keeping these steps in mind you will get everything out of the meeting that you need.
