By Natalia Courtois on Aug 3, 2018 3:17:17 PM
Hosting a meeting can be intimidating. There are many things to consider prior to presenting – location, time, content, attendance, etc. Once you’re done setting up your meeting and sending out the invites, keep in mind these three tips to help you prepare for a successful meeting.
1. Be punctual
Start on time. End on time. Time is very valuable and waiting for a late host can feel fairly insulting to some. If your clients end up waiting on you, it immediately sets a negative tone and they’re more likely to be unengaged. When you’re on time for a meeting, you can safely expect others to treat your time with some respect. However, if you’re late to a meeting, you start to lose control. Tardiness can also cause you to lose your clients and ruin your reputation.
2. Bring material
As the host, a sign-in sheet will be useful for follow-up purposes. For your audience? A tangible item is a great way to assist your clients in keeping up with your presentation, obtaining educational content, and to remember you once the meeting is over. Be mindful that everyone absorbs information differently; so, make sure to appeal to both auditory and visual learners. Before your presentation, hand out any flyers that accompany your presentation. Be sure to hand out your business card with the flyers, making it easy for your clients to reach you.
3. Do your homework for your client
Your audience will most likely have many questions. Make sure to do your homework on any questions your clients may have by reviewing their dental plans, some common procedure codes, and perhaps bringing a list of providers in the area who accept the proposed plans. The questions could vary on complexity. They could be generic like inquiring about dental terminologies or a bit more complex like exclusions and limitations. Though dental terminologies are standard, exclusions and limitations will vary based on the plan. Also, be mindful of your audience’s demographic. Are your clients family-oriented? If so, make sure to educate yourself on family-based questions, such as:
- Up to what age can a dependent be?
- Is there an age limitation on orthodontic procedures?
- If a family has a DHMO plan, do all individuals need to be assigned to one doctor?
- Do family members all need their own IDs?
The last thing you want to happen is to come up short in your meetings. It’s best to consider your demographic and do your research accordingly. If they don’t ask any of these questions, it’s a great opportunity to educate them! If you’ve given them valuable information, they might grow to trust you for future opportunities. Want to quiz yourself on your knowledge of dental insurance? Take our quiz and find out!