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How Important is Meeting Clients in Person?

Here we go with Part Two of the previous post. As you recall, I’d gotten an email from a commercial freelancer starting out, asking about business process (i.e., when I write, when I talk to clients, which we covered in the first post) as well as the age-old “meeting/no meeting” issue. Did I meet clients in person to discuss commercial projects, and how often? He was 90 minutes from the nearest big city and didn’t fancy the idea of shlepping himself through such a half-day (minimum) exercise if he could avoid it. He wrote:

One of the things I’m looking forward to as a freelancer is ditching the commute. Going to see a client in person would cost me two to three hours in travel time alone – not including the meeting itself. I currently work evenings, so I could do it, but I’d rather have meetings and project discussions with clients by phone and email.

I understand that you meet with clients locally. How much time per month do you spend traveling to and from in-person meetings? How many of your clients are too far away for in-person meetings? This is one area in which I’d rather emulate Bob Bly.

Referring, of course, to Bob’s well-known aversion to in-person meetings – considering them time-wasters. And I get it. They can be.

Bottom line, if that’s how you want to set up your business, in this day and age, you can absolutely do it. If you position yourself as a competent copywriter who can deliver the results and make your clients’ lives easier and their bottom lines fatter, you can set your own personal “Rules of Engagement.”

But even if you’re just starting out, you can still draw your line in the sand on this issue. Sure, having a rep as a crack copywriter gives you leverage in setting your terms, but you can just as easily play the “logistics” card: I live too far away to make meetings feasible.

Or as one copywriter shared with me: “Once I tell people I’d be happy to meet with them, but will have to charge them for travel time to and from, suddenly, they discover reasons why a meeting isn’t that important after all.” Amazing how that works. Moreover, clients are just as often driving a “no-meetings” policy – knowing as well that they can be unproductive. So, in most cases, it usually ends up being a non-issue.

My story? I will occasionally meet with clients, but that’s MY choice and MY call. Personally, I like getting out of the house now and then, and also like to know with whom I’m dealing and the best way to do that is see them face-to-face. That said, I have and have had plenty of clients over the years I’ve never met. Many are out of town, making it a moot point (and if those clients find you, then they’ve revealed themselves to obviously have no issue with a long-distance copywriter).

But, I’ve also got one right now who I’ve been working with for going on 18 months, who’s local. She’s put tons of money in my pocket and I wouldn’t know her if I fell over her in the street. And she hasn’t insisted or even wanted a face-to-face meeting in that time. Heck, I’M the one who’s been suggesting a meeting after all this time, but she’s strangely unmoved by my entreaties. Oh well.

So, to specifically answer my emailer’s questions, it happens rarely – maybe once a month these days. And when it does, I typically spend 30-45 minutes traveling, in total, MAX. And needless to say, when I do decide to go meet with a client, it’s usually because they ARE close by. Yes, I had more meetings when I first started out, but that was when the Internet was still young (geez, I’m dating myself…).

Do you still meet with clients?

Are you driving that reality or are they?

Have you adopted a “no-meetings” policy for your business? If so, gotten any resistance?

Do you run into (m)any clients who insist on face-to-face meetings?

Your Business “Process” is Up to You, Not Your Clients…

Got an email from a budding commercial freelancer recently, asking about my business “process.” Specifically, when I do my writing, when I talk to clients, if I meet them in person, how often I have in-person meetings (he was a good 90 minutes from the nearest big city and didn’t relish in-person meetings), etc.

I’m going to address the first issues in this post and the part about traveling to meet clients (or NOT) in a follow-up post.

Regarding when to write and accommodating clients, he wrote:

“I like the idea of secluding myself in the morning and just writing, and then leaving the afternoon open for client meetings (by phone or video chat), prospecting calls, etc. On the other hand, I imagine myself as an executive looking to hire a writer, and preferring to take care of this in the morning. Is it practical to expect an executive to wait until the afternoon to speak with me? At the same time, there is a best time for writing, and that time should be devoted to writing, and writing alone. I’m thinking the executive can wait a few hours. If he can’t, then perhaps my marketing system hasn’t done its job with him — at least not yet.”

I think this gentleman has perhaps fallen prey to a common affliction of new commercial freelancers: Overthinking.

For starters, every copywriter’s process and ideal writing time is different, and whatever works for you will generally work for clients. And about the “writing-and-only-writing-in-the-morning” thing… This isn’t like a novelist who sets aside, say, four hours every morning to write – come hell or high water. You won’t have commercial projects to work on every day, and hence writing to do every day. Don’t imagine life as this rigid regimen – unchanging every day. One of the best things about our business is that every day IS different.

But hey, when you do have projects, if you want to shut off your phone and email in the morning and hunker down with your comfy “Well-Fed Writer” sweatshirt (yes, they exist…ask away…) and fave jeans, and Wes Montgomery on the stereo, go for it. You’ll figure out soon enough if the timing works for everyone, and then you can fine-tune.

My process? When I’ve got pressing copywriting projects, I’ll usually get out of the home office completely, leave the laptop at home (yes, you read that right), head to the library or coffee shop with my legal pad, pen and clipboard (I know, I’m SUCH a relic…), bang it all out longhand (okay, pull your jaw up from the floor…), and load it all into the computer at home later. And I’M most productive from about 3:30 to 7:30 p.m. See, we really all ARE different. And that’s okay.

As for accommodating clients’ wishes, sure, you want to be flexible in the beginning to a client’s scheduling preferences for meetings, but if it’s to discuss a big juicy project, I’m guessing you’ll be plenty excited and happy to indulge the client’s wishes. That said, for the most part, you can usually dictate terms of meetings (phone or otherwise) without risking major pushback.

More importantly, your job is not to be at your client’s beck and call whenever they want (unless you’re okay with that AND they’re paying you an obscene amount of money for the privilege…). Don’t be unreasonably inaccessible, but those writers at the top of this craft choose scenarios where there’s mutual respect between writer and client. And fostering that mindset is the first step to being a valued, in-demand professional.

He also was overthinking this one: Why would you assume a client would “prefer to take care of this (meetings, projects discussions, etc.) in the morning”? And as such, wouldn’t want to be put off till YOU want to talk? It conjures up an image of a client with arms crossed, foot tapping, staring at his watch repeatedly, getting more steamed by the minute. Simply put, the world doesn’t work that way.

All clients are different and all, like you, have their preferences, but few are going to be such hardasses about things like this. And if they are – Big Red Flag. You need to spend far more time thinking about how you’re going to land those clients in the first place – a far bigger challenge than determining the time of day you’ll actually interact.

But let’s hear from you in the trenches:

Do you have set times when you write and other times for client interaction, marketing, etc?

When are you most productive?

If you DO have rigid time divides between tasks, how often do you run into clients unhappy with being unable to talk to you when they want to?

When you have projects pressing, do you like to go somewhere else to get more focused and productive?

Do you shut off your email (a la Timothy Ferris in “Four-Hour Work Week”) and/or phone when you’re battened down in the creation process?

Stay tuned for the next post about client meetings – in-person vs. virtual.