Research & Client Meetings

Who doesn’t want to produce a document of the highest caliber for a client?  By performing research and conducting effective client meetings, an author will produce a professional document that will fit the needs of any client.  Through research and client meetings, a writer must develop a clear understanding of the purpose of the document in order to create a valuable product.

Before meeting with a client it is important to perform both primary and secondary research.  The Internet is one of the easiest instruments to conduct secondary research.  Look at the information the client has to offer via the web.  Some of these things may include:

• The company website
• Competitors websites
• Brochures
• Videos 

Once you have enough information to develop a good background and understanding of the company you will be able to write the most effective questions.

“Writing That Works” by Walter Oliu, Charles Brusaw and Gerald Alred, suggests that before meeting with a client, a writer must ask a few questions:

•  Who should attend?
• When/where should the meeting be held?
• What should my agenda look like?
• What is the purpose? Who is my audience?

Who should attend?

The success of the client meeting depends on the attendees.  The people attending should be able to answer the key questions regarding the document.  Schedule your meeting around these attendees so that they can come to the meeting well prepared.

When/where should the meeting be held?

The meeting should be held at the most convenient time in the most convenient place for the client.  Make sure the meeting place is in an area all of the key parties can easily access. 

What should my agenda look like?

An agenda should be detailed and easy to read.  Questions should be very broad in the beginning of the meeting and proceed to the more specific later on. Agendas are an important part of the meeting so that both the attendees and the meeting leader stay on task. 

What is the purpose? Who is my audience?

The purpose needs to be clear before a comprehensible document is created. Some questions that need to be asked are, “What are you trying to convey through this document?” and “Why would you like to produce this document?”.  Before writing, the author also needs to know who is going to see the document.  Will it be sent to people within the company? Will it be people outside of the company who need a better understanding of what they do? All of these questions need to be asked in advance.

Overall, it is important to conduct a meeting that is calculated and analyzed beforehand.  Be as prepared as possible before entering a meeting with a client.