Meetings in English

meeting time that is really convenient for your (prospective) customer. Moreover, try to use the channel of communication that seems to be most appreciated by the other party: some people hardly ever check their emails, while others hate being disturbed by phone calls. But, first of all, you have to get in touch with them. When doing so, try to point out the specific issue that connects your company with them.
Useful phrases
We used to have a branch office in Hamburg, close to your headquarters in the city centre.
I learned from your website that you also work with H&Z. We've been their preferred suppliers for eight years now.
We did a similar project for ABC, Inc. three years ago.
    Identifying your client's needs
    Once you have managed to get an appointment for a meeting, what counts is responding to a client's needs. First you need to know what these needs are by finding out how your products or services meet the customer's requirements. If they don't meet them yet, think about how you could bring this about. Find examples among your references to show that you have already met similar needs in the past.
Useful phrases
So you said you needed a new training partner for internet applications?
When will you open the new plant in Hong Kong?
    Explaining your proposal in detail
    Another crucial point is to create rapport with your customer, especially if this is a newly acquired customer. Apart from making small talk, you should establish common ground by telling them why your two companies fit together.
Useful phrases
Did you see that our connector uses wireless technology?
Can I draw your attention to the fact that fuel consumption is only three litres for this model?
If you look at the illustration, you can see that this is where our product can be switched to 110 Volt. We use our own patent.
    Anticipating objections
    Any potential new customer will check out very carefully if you are the right person or company to meet its needs. Anticipate any concerns they may raise and address them by using positive statements.
Useful phrases
We do have certificates according to DIN ISO for the product.
An export certificate is not required for shipments to Bali.
You don't need to worry about different sockets, we build in the British version as standard.
    Ending the visit
    It is highly recommended that you save some time at the end of the meeting to address any questions. Even if you cannot give an answer off the cuff, you can make a list of action items to follow up by email or letter. And of course, don't forget to use friendly parting phrases to end on a positive note.
Useful phrases
Are there any questions I could help you with?
Could we perhaps discuss delivery periods next time? And then there is still the issue of transportation costs.
Would next week suit you for another meeting?
I'll email you the documents as soon as I can.
It was a pleasure meeting you.
Thank you for coming. It's been a fruitful meeting.
Have a safe trip home!
I'm looking forward to meeting you again next month.
    Attentive hosts
    Being an attentive host is most important in a customer meeting. Apart from small talk (see p. 40), this involves watchfulness and attention, eg by providing ice cubes foryour American guests. Preparing an agenda for the meeting and making it available to the client beforehand will be appreciated and show that you really care about this sales contact, just as much as a thank-you letter after the visit, accompanied by the meeting minutes.
Useful vocabulary
    crucial: wichtig
    fuel consumption: Kraftstoffverbrauch
    off the cuff: auswendig, ohne nachzuschlagen
    Negotiations
    Everybody negotiates. On a day-to-day level, just as when the stakes are high in an international merger, wage negotiations or for a customer-supplier contract. Apart from the principle of win-win, all sorts of tactics are employed deliberately. The most important thing, however, is to know what you want to walk away with. In general, the following tips apply to all types of negotiation:
    Checklist: negotiations
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Ask a lot of questions and listen, listen, listen. The more you find out, the better („Active listening“, p. 67).
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Use diplomatic language whenever possible.
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Make sure you are understood correctly.
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Make it clear that you understand what the stakes are.
    Example: price negotiation
    A: So, Will, how much do you have in mind, let's say per unit?
    B: Well, it all depends on how many units you would like to sign up for on a regular