A good part of my client base is local and quite a few of my prospects are too. When speaking with prospective clients, they all want to meet in person. While this is a very normal part of business, it ends up costing me and there is no guarantee that I will get their business. Obviously, my national clients don't expect to meet me in person so that never becomes an issue. I would like to implement something similar for these local folks.

I was thinking that if I encounter that scenario, I would say that I conduct the initial interviews over the phone and if there is a fit for service, I would come on site with the agreement. (I do this anyway, except the "I'll bring in the agreement" part). What prompted this is that I agreed to meet a prospect in the city next week. Train fare, taxi fare and then lunch is going to cost me, not to mention at least 4 hours of of the office. I have done this other times in the past so I am thinking maybe I need to look at this a little closer?

Other business owners charge for consults, not sure if I want to do that either. I just want to be sure I am doing the best possible thing, but I need to convey that my time is important as is their time.

Bad idea? Thoughts?

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Doreen R. Patrick, MVA, ACS, CIVA
www.virtualbusinesspartners.net

I've had similar experiences of clients wanting to meet with me. The last person I met turned out to not be interested in business at all, so now I'm terrified to do it again. I don't think there's anything wrong with phone interviews. Clients have to realize that your time is important, and if you are constantly meeting with new clients, it's less time you spend working on their projects. This may not be the right way to do business, but I feel if a phone interview isn't enough (they get 30 minutes of my time for free),then I don't want to work with them.

I think the key word here is "virtual." They don't need to know where you are located, right? I would emphasize the virtual part and not even deliver agreements in person...

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Lily Chambers, The Virtual Office Goddess, LLC
Author "How to Do Your Own Small Business Bookkeeping"

Doreen, I think you have the right idea about letting them know you do phone consults for free initially - and I have mixed feelings about going to the site to deliver agreements.

On the one hand, it seems like an important part of the way you relate to clients but on the other I can only imagine how much time and money is being spent on these trips.

It doesn't seem entirely impossible to cut this expenditure out altogether by updating your policies and just deciding that's what works for you, the business owner. If clients really want to meet with you there's always VOIP and video.

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Yeah, I don't think I can cut out the expenditure all together either, but I will incorporate an "in person" interview clause in my FAQ that I initially send out. Not sure what it will say, but it needs to become a policy. I still plan on meeting the prospective clients next week and hopefully they'll become a real client!

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Doreen R. Patrick, MVA, ACS, CIVA
www.virtualbusinesspartners.net

Yes, might as well follow! And then you can update your policy and not have to go through this every time in the future.
Best of luck contracting the client - sending you lots of energy for abundance and manifestation!

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I have had a few local client meetings which I dislike immensely as I then have to get dressed up 'business like' and arrange for a sitter forking out money which may not always have a great ROI . Most times by the time you count in travel time and then the actual appointment time you use up at least 2 hours. For this alone I am wanting to become more 'virtual'.

Good luck Doreen in your meeting next week...new clients are always welcome .

Tammy Bryce

I was wondering if it was possible to factor the cost of travel into the project if I got the project. I like the suggestion of making sure they understand that the telephone consultation is free.

Sure, you can factor the cost of these kinds of incidentals in as well as bill for the time it takes to travel to and from...but then you're not really working virtually, if you're going there for more than just the consult.

As long as you note the particulars in your contracts or agreement letters with the client (ie - make sure the client knows full well they are being billed for it) you can add it to your invoice.

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I've run into the same situation, in person meetings requiring travel that result in nothing. It has prompted me to add the following wording to my website:
Consultation fees: Your initial telephone consultation of up to 30 minutes is FREE. For potential clients living in the Southern Maine area, a in-person meeting for initial consultation can be arranged at a cost of $75, if that is your preference.
I've also made sure that wherever I've listed 'free consultation' I've changed it to 'free telephone consultation' .
I also added that the free consultation is the initial consultation only and for up to 30 minutes. I'm finding this an almost contant learning experience.