“Oh not another requirements gathering meeting”. The thought that goes through most people’s heads on receiving notification of an imminent RGM. “What’s the point? They never go anywhere?”

Relax.

Breathe.

Ok.

Look past the name and think about what you’ll actually be doing. Is a requirements gathering meeting a meeting to gather requirements? Hell no! You’ll be meeting your contact(s) face to face, they’ll be telling you all about the day-to-day problems they have in your area of expertise, and they have already decided you’re worth listening to because they’ve given you their time.

What more could you ask for? An open forum for a potential customer to talk openly about what you might be able to do for them? Yes please! Not to mention the fact that you’ll be networking, building a new relationship, and making the client aware of who you are and what you’re capable of. It’s not what you know, it’s who the people that you know know!

So, fasten your seatbelt; and turn your requirements gathering meeting into a ‘relationship building, marketing, awareness, solution scoping, future upselling’ meeting. Oh and here are a few tips that might help.

Get Ready to Rumble

1. Know your audience – Ideally you should know the job roles of the people you are going to see so you can tailor your message to their level (both hierarchical and technical)
2. Prepare – Time spent preparing is never time wasted. Know your material inside out and try to think up a few potential questions that may get asked. Run through your message and materials with a few of your colleagues. Choose a good mix of people to ensure you have input from different perspectives
3. Know your offerings – It goes without saying that you should know your products and solutions inside out. So you’ve arranged to see the CFO but what’s to stop the network engineer showing up?
4. Know your limitations – Don’t promise anything during the meeting outside the set agenda. If it’s not on the agenda don’t be afraid to take action items away, this will also keep the relationship and communication…

In the Hot Seat

1. Listen – Use the time to listen to what your client has to say. Talking too much makes you sound like you’re selling. Listening means you care about your clients problems.
2. Don’t sell – Don’t try to sell anything in a requirements gathering meeting. Ever. You’re there to gain an understanding of the issues your client faces. Taking requirements away and returning with a solution tailored to their needs makes the client feel special.
3. Don’t waffle – Keep your questions and conversation concise and on-topic. Is English your clients’ first language? If not think about what you’re going to say before you say it. Is there a simpler way to put it?
4. Don’t baffle – Tailor your conversation to the clients level of understanding. Throwing technical jargon and acronyms at a non-technical client will only alienate them.

You’ve Escaped!

Phew! The meeting is over, but hopefully your relationship is just beginning. Make sure you build on these foundations and keep the communication going.

1. Thank you – Drop your client a quick email after the meeting (maximum two days later) thanking them for their time and confirming any actions taken away with timescales
2. Materials – Did you use or refer to any presentations or documents during your meeting? Send your client a copy.
3. Update – Maintain constant contact with your client while preparing their solution; giving a quick progress update every few days until delivery.