Face to Face Meeting Preparation 101

Pre Meeting 101

Create a Notes of the sample <link here - Latest format> <link here - Older format>

Salesforce Opp Link: Add the link here for easy access.

Drive/Highspot Link: The drive/highspot link to the folder with all docs/pricing etc shared earlier

Sales presentation deck: Customized deck with prospect’s logo and Whatfix attendee names and
designations on first slide.

Do a scoping of internal app use cases for that organization on/after the
industry slide as below.

List of attendees: Get the list of attendees for the meeting long before the meeting. Prepare
the list and add the details in the table below. This will also be handy post
the meeting. Visiting LinkedIn profiles will help you better remember their
names and faces and gauge their level of participation.

Attendee Name (with Designation & Level of Questions asked (Needs to be

LinkedIn Link below) Relevant participation (0-5) filled Post Demo)
Description

1.

2.
Use Case Understanding of the app and use case is very important. eg. Guidewire
customers will not have an Adoption issue; HCM customers will have an
Employee Experience issue etc.

Do an exploratory call with the internal champion to very well understand

the pitch and incorporate those keywords in the demo.

Location/Address of the Confirm with your host the address where the meeting is, don’t go by a
Meeting Google search. Companies may have multiple offices in the same location.
Check in Maps the distance a day before from the stay location and get an
estimate of how early to leave during traffic hours.

Dress Code (Important) Only Whatfix Tshirts/Shirts OR Business Formals OR Suits preferred (with or
without tie). If you are wearing a Shirt and Trousers (better formals),
couple it with a semi-formal blazer (not your shiny party blazer please).

If confused, it is always better to be overdressed in a suit.

Meeting Hygiene 101

Arrival At least 30-40 minutes early. So leave early to avoid any traffic delays/map
re-routes.

PreRegistration/ Register yourself at the reception OR ask the host if there is

Registration pre-registration available even before the meeting. If there is, opt for pre
check in and you’ll find your badges ready at the reception. Keep an ID
(passport) handy.

Always ask for Guest Wifi access. Ok to call/email the host 15 minutes early
and let them know you are in.

At the Location Please note that you are being judged here all the time. From the time you
enter the premise to the time you leave. Have a smile, greet the
receptionist. Have a firm handshake (don’t have sweaty palms).

No last minute changes to the presentation OR demos needed. No email

checks on phone/laptop etc.

Conference Room Setup Ask the host if it is possible to get it 15 minutes early. Including
pleasantries/ water/loo breaks, you’ll find just enough time to do the set
up.

Keep the connectors ready (HDMI + VGA) , half the time MAC would give
surprises. The earlier you can get your hands on the setup, the better.

Whatfix Merchandise Carry Whatfix diaries, pen, bags, sippers, business card holders, business
cards (must have - overstock them) and everything else possible. More,
the better branding.

Mobile Phones Put it on silent and put it upside down on the desk OR inside your
pockets/bags. At no point should you be checking this, it comes across as
very rude if you do.
Face to Face Meeting 101

Conference call bridge Start the bridge a few minutes before to ensure the folks on the call are
able to hear you well.

Company Intro STAND - Introduce yourself and get a quick intro from them. Hear the
names very closely. Respond to questions by taking names and you have
created an impact already. Also, helps recall the level of participation. If
you have seen LinkedIn profiles before, should become easier to remember
names and faces post a face to face meet and recall involvement.

Focus Try to keep the focus on anything strategic and something you might
otherwise not be able to cover remotely. Focus on rapport building, mutual
success plan, steps to purchase process to move the deal along. Any other
dynamics related to the deal that might be easier to discuss in person.

Demo Basis the setting of the meeting, standing is always better if the setting
permits, else sit and do the demo. Be LOUD for everyone in the meeting to
be able to hear you. Be SLOW in the rate of speech and PAUSE enough to
discuss use case and see if any questions arise.

Demo Links Keep the links up and running (including analytics, MF, product roadmap,
implementation deck, etc, so all the time trying to search and open can be
saved) in a separate browser window. Focus the demo features and couple
that with a lot of use case examples of similar industry companies. No
Gmail, calendar etc. open. Kill any browser/app notifications.

For face to face, use the demo environment with the application in scope,
it has to be Workday for a WD use case. Test it the night before and keep
ready. If can test earlier the better to avoid any surprises and report any
anomalies.

Next Steps Leave enough time for brainstorming and next steps. You don’t want this to
be another feature pitch and not enough clarity on how they want to move
forward. At least 10 minutes needed.

Post Meeting 101

End the Meeting Thank the participants and the host. Usually the host would walk you out
and discuss the feedback etc on what she thought of the meeting. Have
some general rapport building conversation, thank and leave.

If you were offered a bottle of water in the meeting, do not leave that on
the table/corner, pick it up and carry it along with you when you walk out.

Meeting Note Fill in the details in a separate Meeting Notes format of the type (sample):
<link>
Immediately add questions asked and level of participation for a better
recall.