The 3 – meeting Strategy:
Conducting a business negotiation in three
separate one-hour meetings can be challenging, but with proper time management
and planning, it's possible to cover the essential steps. Here's how you can
structure these meetings:
Meeting 1: Client Requirements (1 hour)
1. Introduction and Agenda Setting (5 minutes)
o
Welcome all participants
and briefly outline the agenda for the meeting.
2. Understanding Client Needs (20 minutes)
o
Ask the client to share
their specific requirements, goals, and expectations.
o
Listen actively and ask
clarifying questions to gain a deep understanding.
o
Make notes.
3. Present Your Proposal (15 minutes)
o
Share your initial proposal
or approach to addressing the client's needs.
o
Highlight key benefits and
solutions.
o
Use a slide presentation to
ensure clarity of your approach.
4. Discussion and Feedback (15 minutes)
o
Encourage the client to
provide feedback and ask questions about your proposal.
o
Address any concerns or
objections.
5. Next Steps (5 minutes)
o
Summarize the key takeaways
from the meeting.
o
Agree on action items for
both parties before the next meeting.
Meeting 2: Consultant Engagement Agreement (1
hour)
Ensure that you have shared the draft of the agreement
with your client, at least 48 hours prior to this meeting.
1. Review of Meeting 1 (5 minutes)
o
Briefly recap the key
points from the first meeting.
2. Consultant Engagement Agreement (30 minutes)
o
Present the terms and
conditions of the consultant engagement agreement.
o
Discuss pricing,
deliverables, timelines, and any relevant legal or compliance matters.
3. Negotiation and Agreement (20 minutes)
o
Allow time for negotiation
of terms if necessary.
o
Reach a mutual agreement on
the engagement terms.
4. Document Signing (5 minutes)
o
If possible, use electronic
signatures to finalize the consultant engagement agreement.
o
Ensure all parties have
access to a copy.
Meeting 3: Finalization of Contract (1 hour)
1. Review of Meeting 2 (5 minutes)
o
Recap the agreed-upon terms
from the previous meeting.
2. Detailed Contract Discussion (35 minutes)
o
Go over the contract in
detail, covering all clauses, responsibilities, and obligations.
o
Address any questions or
concerns from the client.
3. Final Adjustments (10 minutes)
o
Make any necessary
adjustments or amendments to the contract based on the discussion.
4. Signing and Conclusion (10 minutes)
o
Confirm that all parties
are in agreement with the contract.
o
Arrange for the signing of
the contract.
o
Express gratitude for the
client's business and discuss the next steps.
Additional Tips:
- Allocate a few minutes at the beginning of each meeting for casual
conversations for relationship-building, especially with a new client.
- Ensure that all meeting materials, such as proposals and contracts,
are prepared in advance and easily accessible for sharing and discussion.
- Keep a close eye on the time to stay on schedule. If discussions go
off track, gently guide them back to the agenda.
- Send meeting summaries and action items promptly after each meeting
to maintain transparency and accountability.
- Ensure that all three meetings are held within a maximum 10 days
period to ensure positive traction, avoid lethargy and time wastage.
Remember: Time is our most precious
commodity. Once lost, we can never recover it.
