The Art of Booking Meetings and Exchanging Biz Cards
Hey everyone, Cejih Yung here! Fresh off a whirlwind couple of weeks that took me from the thrill of US Masters Nationals to the sunny shores of Fort Lauderdale for partner meetings and cheering on our incredible athletes, I've been thinking a lot about the art of staying connected and making meaningful connections while on the move. Let's face it, in our fast-paced world, opportunities often arise when we least expect them, and being able to seamlessly weave business into travel can be a game-changer.
Here are a few insights I've picked up along the way as I travel:
The Strategic "Squeeze-In": Booking Meetings on the Road
Travel itineraries can be packed, but with a little foresight, you can often carve out valuable meeting slots. Here’s my approach:
Plan Ahead (But Be Flexible): If you know you'll be in a certain city, reach out to potential contacts in advance. Even a brief coffee meeting can spark a valuable connection. However, be prepared for your schedule to shift and be gracious if you need to reschedule.
Leverage Lulls: Airport layovers, train journeys, or even the hour before a scheduled event can be prime meeting time. Scope out quiet corners or airport lounges where you can have a productive conversation.
Embrace Technology: Tools like Calendly or Acuity Scheduling make it incredibly easy for people to book time with you, regardless of your location. Clearly indicate your availability, taking time zone differences into account.
Be Location-Aware: Suggest meeting locations that are convenient for both parties. If you're in a hotel with a business center or a nice lobby cafe, that can be an easy win.
The Handshake and the Holy Grail: Exchanging Business Cards Effectively
In our digital age, the physical business card might seem old-fashioned, but it remains a powerful tool for making a tangible connection. Here’s how to make that exchange count:
Always Be Prepared: This might seem obvious, but always have a stack of clean, unbent cards readily accessible. Fumbling for a crumpled card doesn't make a great first impression.
The Offer and the Take: When offering your card, do so with a smile and a brief, relevant introduction. When receiving a card, take a moment to actually look at it – note the person's name and title. This shows you value the connection.
Make a Mental (or Actual) Note: Immediately after the exchange, jot down a quick note on the back of their card about your conversation. This will be invaluable when you follow up.
Go Digital (Smartly): Consider using a digital business card or an app that allows you to scan and store cards instantly. This is a great way to keep your contacts organized and reduce paper clutter. However, always offer a physical card as well – it’s about their preference too.
Strike While the Iron is Hot (But Be Thoughtful): The Importance of Speedy Follow-Up
The magic truly happens in the follow-up. A prompt and personalized message can solidify a new connection and turn a brief encounter into a lasting relationship.
Aim for same day or within 24 hours: The sooner you follow up, the fresher you'll be in their mind. A simple email referencing your conversation and any agreed-upon next steps is perfect.
Personalize, Personalize, Personalize: Avoid generic follow-ups. Mention specific points you discussed or any shared interests. This shows you were truly engaged in the conversation. That little note you made on their business card? Now’s the time to use it!
Offer Value: Don't just send a "nice to meet you" email. Share a relevant article, make an introduction, or offer a helpful resource. This demonstrates your commitment to building a mutually beneficial relationship.
Keep it Concise: Respect their time. Your initial follow-up should be brief and to the point.
Traveling for work or pleasure presents unique opportunities to expand your network and forge new partnerships. By being strategic about booking meetings, mindful during business card exchanges, and diligent with your follow-up, you can turn those on-the-go encounters into valuable assets. Now, if you'll excuse me, I have a few follow-up emails to send!
Stay connected,
Cejih Yung
