The question that started it all
Regular, daily, even weekly arrangements – no problem.
But less frequent?
‘Cause let’s face it: some books are written by those living in a dream world.
Useful meeting notices
I learned a lot, and I hope you will, too.
Chris D. ‘softens’ the conversation
Chris uses an easy-going approach, blaming the calendar.
He tries to send reminders within seven days of the meeting.
Here’s an example:
I was looking at my schedule and saw a reminder for our
meeting next week. I look forward to seeing you in your office on the 9th at 4:30 p.m.
Kay L. uses a slightly different approach
It depends on the situation, but Kay usually sends something two days ahead if she and the client have kept in good contact throughout the project.Her subject line says
Checking in about our phone call this week
and the email provides the details:
Just a quick note to make sure we’re still on for our 3:00 p.m. meeting, this Thursday, in your office.
This is for reviewing the new website pages and tying up the final details for your launch.
Please let me know if 3:00 p.m.is still a good time for an uninterrupted 35-45 minute conversation on Thursday.
I look forward to our chat and putting the finishing touches on your project.
Kay mentioned, “I also send a quick email the morning of the meeting. It’s a fine line, though. You don’t want to bug them.”
Here are a couple of good ideas from Kay’s email:
- Reviewing the purpose of the get-together
- Clarifying: this is uninterrupted time
Requesting an unbroken period of time gives the interviewee an excuse to let you be ‘the bad guy’ with their staff, plus … you might have quality, uninterrupted time to work!
You’ll both appreciate the chance to focus.
I get specific, too
Much as Kay suggests, I request a specific number of minutes.
For example, when I interview the business owners for our local Small Business of the Month article, I tell them I’ll need 20-30 uninterrupted minutes to fill in some blanks and make sure I’ve captured the information correctly (from their award application).
… 20-30 minutes … gets them thinking:
“Oh, just a half-hour. Yeah, I can do that.”
… to fill in some blanks … lets them rightly assume:
“She’s already working on this. Maybe it’s almost done.”
The trick is to stay with the schedule once I’m on the phone call.
I begin wrapping up at the 18-minute mark, showing the client I respect their time.
If they signal it’s OK to work longer, I have two responses ready:
- If it’s going well, I request another 10 minutes.
- If it’s going nowhere, I graciously bow out … to regroup.
If we close it up a little early, we aren’t just considerate
of the client’s time. We are cementing – in their mind –
that we keep our promises.
Join in the Conversation
- How do you usually remind clients of a meeting?
- Share a funny “Don’t do this!” meeting notice story.
- Tell us about a unique reminder you’ve received for a meeting.
Let’s all learn from each other
I look forward to talking with you about your next writing project.
Click here to email me and start the conversation: Kathie@KathieYork.com