Negotiating for Business

Meetings

Meetings are important when negotiating deals in order that both parties can meet face to face. This is particularly important when the client and production company have not worked together before so that a bond can be established and barriers broken down.

There will usually be at least one meeting between a commissioner and a producer when negotiating for a media project, but turnaround can be very fast and it may not always be possible to meet. In this case a deal can be negotiated by telephone, e-mail and on paper.

	Is it important to arrange meetings in the process of negotiating for business?
	7.24 Richard Higgs

	What is the best way to set up a meeting with a commissioner?
	7.25 Melanie Leach

General guidelines for setting up meetings

• Arrange a mutually convenient date and time
  When setting a meeting, ensure that the date and time are convenient for both parties and always have alternative dates to hand in case your suggested date is not convenient. Once agreed, e-mail a confirmation of your conversation stating the date and time to avoid any misunderstanding. If you are pitching for a commission you may be advised of a pitching date by the client at the outset, so ensure that you are prepared.

• Choose appropriate location
  If you are pitching for a project is most common for companies to meet at the client's premises, but if at all possible when negotiating, meet at your own premises or at an agreed location of your choice. Familiar surroundings will make you feel more confident and all your equipment and resources will be on hand should you wish to demonstrate a piece of software or present a proposal. However, ensure that the meeting location is warm, quiet and comfortable. There is nothing worse than constant noise and interruptions when trying to negotiate.

• Be clear about meeting objectives
  Whether it is you or the client that has called the meeting, be clear on why it is taking place. Also ensure that you have carried out any necessary research or preparations beforehand so you will not be caught out at the meeting when asked questions about the work you may be taking on.

• Set the agenda
  If you are setting the agenda, ensure that this is done in advance of the meeting and e-mail this to the client if necessary. Ensure that the agenda is titled and dated, and that all points are clear and in a logical order. There should always be a review of the previous meeting or minutes at the top of the agenda if appropriate and at the end there should always be an item entitled any other business. If the meeting is fairly informal you may wish to set an agenda but keep it as your own list of points to raise and not distribute it. There may be situations where you are meeting for a specific reason and therefore an agenda may not be necessary.

• Meeting etiquette
  If the client is visiting you, ensure that they are met politely and efficiently and take their coat if appropriate. It is usual to offer them refreshment at the beginning of a meeting and they may be glad of this if they have travelled some distance. A seat should be offered and after initial conversation, the agenda should begin.
  Ensure that you will not be disturbed during the meeting and that all telephones are diverted, switched off or calls taken by another member of staff as it is very impolite to take a call during the session unless it relates to the project being discussed. If you are pitching at the client's premises, ensure that your mobile phone is switched off during the meeting. Also ensure that you are confident, decisive and focused.
  Appearance is important but it may not be necessary to dress too formally for all meetings. Ensure that you do not appear scruffy, particularly if you have never met the client before, as a sloppy appearance can often lead a client to think that your work is sloppy.

• Minuting the meeting
  Minute taking is necessary when a formal record of meeting proceedings needs to be kept and this is usually done by a secretary or administrative assistant. However, it is important that you note down any agreements that are made and that you keep a record of what points need to be actioned in any meeting.

• Actioning agreed points
  At the conclusion of the meeting it is necessary to be clear about what is required of each party at the meeting in the following days or weeks. By actioning the points raised in the meeting you ensure that any agreed work will be done on the points raised. If necessary an e-mail may be sent to the other party stating what you are required to do and what the client is required to do as agreed at the meeting to ensure that nothing is missed.

• Follow up
  It is courteous to send an e-mail or letter to the client after a meeting thanking them for their time and this is a good opportunity to set out any points that you wish to clarify.