SPOKE - At the clients offices

A right approach will send you in the right way.

Yes, this may seem basic and lame, but you would be surprised at how many people overlook these steps. Knowing them and implementing them will set you apart from the pack.

Prep

Prepare for the next step

So, you have mastered the office, now prepare for that meeting.

Meeting Preparation >

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Watch what your body language says

Smile. If you are unable to genuinely smile in the current situation, then think of something that makes you happy and smile about that.
Turn your body in their direction and pay attention to what they are saying.
Tilt your head slightly upwards. This signals interest.
Learn forward when showing positive emotion.
Lean back when discussing a logical topic. This makes it more convincing.
Don't touch your neck, as it signals vulnerability.
Keep an open posture, as it signals openness.
Put your phone away.

Meeting the client

If you are shaking hands, make sure that your handshake is firm.
Make 'small talk' about the weather, the commute, their offices. Small talk is the glue of social bonding.
Listen. Summerize their point to confirm your understanding.
Do not interrupt.
Be polite and courteous. Basic etiquette states that you should always say 'please' and 'thank you'.
Find common ground. Project Manager to Project Manager conversations may be easier, as you have lots to discuss; from the project to the tools & processes behind it, or previous projects.
If required, prepare some potential talking points in advance. This will cut down on your nerves, even if you don't use them.
By undertaking all of the above, you will put yourself in a position where you can start to be trusted.

Where to sit in a meeting

If possible, sit at the same side of the table as your client. This reduces adversarial conflict and will increase the chances that you get on better.

Walking into the meeting room

With deliberate actions walk, greet whomever you need to and walk confidently and directly to your seat. Immediately take out anything you will need for the meeting, such as notebooks, pens & laptops. Then stop, sit up straight and do not fidget. This will make you look in charge.

Walking into a clients offices

Arrive on time. Not 5 minutes early or 5 minutes late. As a Project Manager, this is the first impression that you can give that you respect time.
Use the transition of walking through the door as a trigger to check your posture.
Make sure you are standing up straight, as if a thread is pulling your head to the ceiling. This will make you look confident

Learn to speak their language

If you have time before you arrive at your clients offices you would be advised to start to create a Stakeholder Matrix, mapping out the key players. However if you haven't done this, then you can quickly do the following on your journey or while waiting in the lobby.

Carry out some research on who you are about to meet so that you and both build rapport and better meet their needs.

Company. Carry out some quick research on the history of the company, what are their core values and mission statement? Adapt your language or presentation to include some of these details.
Stock filings. Find out about the company's objectives and initiatives. Is the meeting that you are having strategically important to them? Do you know a way that you can you better serve them that they may not be aware of? Always look to add value.
Job Title. What are the job titles of the people that you are about to meet? Find out what their Roles and Responsibilities are. If you can not find the specific job specification for that initial role (on a cached version of the Careers page, or a jobs website, or a LinkedIn posting), then look at similar roles in similar companies. Work out what their drivers are.
Person. Who are you going to meet with? Do they have a company profile on the company's website? Or a LinkedIn profile. How about Facebook, Instagram, Twitter or Tiktok? Find out what motivates them as a person and see if you have anything in common.