The old adage of “business as usual” is somewhat an outdated expression given the roller coaster of events that have hit our financial world in the last three years. One of the most cost-effective and cost-reducing tools that businesses owners and staff, small and large, are harnessing with great results are in the area of online presentation meetings. These meetings can range anywhere from presenting your products, services, and applications to demonstrating these products, services and/or applications….Even if you are not “selling” an item, collaboration tools within online web presentation app companies offer people the ability to communicate, create, share and edit forms — contracts all within the reach of your of PC or laptop. 

Just like any in-person meeting that you may have with your clients, co-workers or groups, there are a few steps that you can take to assure that the meeting is as effective and productive as possible for all attendees. 

Below are some of the basics I keep in mind for each and every meeting I schedule. These key points have provided me with great results, not to mention valuable insights to provide better solutions and support to my client. As I mentioned, these can be your basic building blocks that are the foundation for a successful meeting and/or presentation. 

Establish a time frame – for both you, the client and all involved. Find out up front if any attendees will be able to commit to the allotted time or have to leave “early”.  You may have to alter or change the presentation to hit key points to these people, especially those who may not be able to stay. 

Another key point, don’t over schedule yourself by booking back to back presentations with no wrap-up time. Allow your self sufficient time after each presentation for notes or follow-up email attachments to send to the client.  This will give you time to respond to any urgent emails or phone voice messages that you may have received during the presentation that need your  immediate attention. Even if none of the above applies, it gives you a moment to prep for the next meeting without feeling harried. 

Provide an outline of service/topics you’ll be discussing in order from beginning to end — What do you put on your agenda? Ask yourself: what is the primary purpose of the meeting? Is it provide a solution to a problem or perhaps see what advancements or options in services your company may currently be offering? 

There is nothing worse than talking about one service that may not be of interest to your audience, only to find that the service or items they really want are the last on your “agenda” and client is now out of time. Maximize both of your time by addressing key points and adding them to your agenda for all to review beforehand.

Learn as much about the client, company or group you are meeting with beforehand — What is the key purpose of the meeting?  What do you and the other attendees need to learn, convey or accomplish? It’s a good idea to use discovery questions to pull information from client. Sometime the client doesn’t know what they want, so you need to act as the  “subject-matter” expert. 

Don’t ask any closed ended questions that only prompt client to answer “yes or no.”  For example, questions like: ”Do you think you can use this”? A good way to keep your presentation from becoming dull and boring is to engage the client periodically with questions like: “…as you can see, this application or service addresses your needs as well provides the benefit of …”  Ask questions such as : “Which needs of yours would this product/service satisfy?” Let them respond, if they are truly on the same page as you, you will get an earful…. 

Customize your presentation to your clients precise needs — You are not there to present every product and service that your company provides. This is where the time factor sets in. You will need have a solid outline as to what you will be discussing. 

Many times this will take a turn due to questions that clients ask, but that is why it is wise to have an agenda to begin with, to help bring the conversation back on course. As you do more presentations you will naturally develop your own style and flow. From start to finish you should a good idea of what and how you’ll navigate with ease from each of the bullets in your agenda. 

Wrap-up notes and take-aways — Many times you’ll be able to answer most or all questions and concerns that your clients may ask during your meeting. Sometimes there will be times you will need to make notes to research information and follow-up at a later time or date. This is expected. This is where your homework in knowing your client’s business comes in handy because you can predict some of the more common questions needs from various vertical  markets.                                                                                                                                                                                                                                                                                                                                                                    

 It’s important to note, if you promise your client a specific time and/or date of when you will respond with an answer or reply, always do so within this time frame. If you fail to meet a small request like this then the client may see that as a reflection of bad service, perhaps not from you, but your company. That’s free points to your competitor and something you can’t afford. 

Keep in mind, as you follow these basic key points you will be refining your presentation skills. In time you will become comfortable, even to the point where you can set up a meeting on the fly with minimal information on hand and be able to present with confidence.