After reading part 1 of our series Guidance for Visiting Foreign Clients you should probably know how to prepare before visiting foreign clients.  In part 2 we give you more tips on how conduct your meeting for a more successful outcome.

Choice of transportation

If you have a driver’s license and a partner with you, self-driving is our suggested mode of transportation. Using charted transportation is also a good choice. It’s a time-saving and efficient way to visit foreign clients. Be sure to bring yourself up to date with the traffic rules of the countries you visit due to the fact that these differ from country to country. Also prepare a translation of your driver’s license ahead of time (most car rental companies offer this service).

Confirmation of meetings  

Confirm the date and time of your meeting with your client. Despite early appointments, the exact time of the meeting may change.

Social media has become a valuable tool and posting status updates about your locations and arrival time on Facebook, Twitter and LinkedIn could also be beneficial.

Preparation for meeting clients - research

It is always clear when someone has prepared for a meeting or not, so do it well. In order to prepare, outline the following keynotes.

Step 1: Identify your objectives.

Step 2: What are the most important topics you would like to discuss?

Step 3: Be mindful.  Even if you are well prepared, keep in mind that the clients most probably have their own objectives. Be prepared to cover all of your topics as well as theirs.

Preparation for visiting clients - routine

Once the time of the meeting is confirmed, be punctual. Schedule your routine and timetables. Rather be early than late.

Negotiation

We are often faced with two types of clients: The clients we are familiar with and new clients.

Details and preparations for meeting the former has been discussed,  Making a good impression on new clients is often determined by the quality of your presentation. Explain what your company does and what the purpose of your visit is.

For the purpose of efficiency and transparency, make the following 4 points clear to your clients in 3 minutes:

1. You purpose.

2. What you have to offer.

3. Provide prove of your claims.

4. State your insight and knowledge of the industry.

In addition to this, here are 4 additional tips:

1. Offer a quotation on site. This allows for instant feedback from clients.

2. Bring samples with you.If this is not possible, provide the client with files that illustrate the quality of your products or services.

3. Raise your question wisely. Diplomacy is key, be sure that when asking questions, they are well phrased. Rather than asking “Are you in charge of procurement?” say “Will the persons in charge of procurement be joining us?” or instead of saying “Do you think there is any chance to do business with us?” phrase it as “We would like the opportunity to conduct business with your company and we hope you feel the same”.

Keep contact information for further inquires

Keep in touch with potential clients to make your trips worthwhile.

Information gathered at meetings will set the foundation for future endeavors. Follow-up meetings are often required, especially due to the fact that first meetings are often only a gateway to meeting decision makers.

Risk management

In the event that the clients are from small companies with low risk mitigation capacities and payment terms, they may request COD (cash on delivery) or CBD (cash before delivery). However, when reaching out to the companies directly instead of turning to middle men, they are often satisfied with the quotation offered to them, thus, you should strike the iron while it's hot and insist on making your terms and conditions clear in regards to the payment.

Quality products grant more business deals

Visiting your clients is an effective way to promote your products, but your clients will only place repeat orders if they recognize the quality of the products and services.

Always value your clients’ feedback. It is the most efficient way to better your services and products and offers a great opportunity to learn.