1. Preparation:

  • Research: Understand the potential partner's business, their clientele, and how a partnership could benefit both parties.
  • Materials: Bring relevant materials such as brochures, business cards, and any other promotional content- when meeting has been confirmed.
  • Objectives: Clearly define the objectives of the meeting. What do you want to achieve? (e.g., a referral agreement, informational session, partnership proposal)

2. Opening the Meeting:

  • Introduction: Start with a polite greeting, introduce yourself and your role, and briefly describe your company.
    • Example: "Hello, my name is [Name] from [Company]. We specialize in [services], and we're exploring potential partnerships in the [industry] sector."
  • Purpose: Clearly state the purpose of the meeting.
    • Example: "I’d like to discuss how we can collaborate to better serve our communities and explore mutual referral opportunities."

3. Building Rapport:

  • Find Common Ground: Discuss any mutual interests or shared goals.
    • Example: "I see that your facility focuses on [specific service]. We have similar goals in providing exceptional care to our clients."
  • Listen Actively: Show genuine interest in their business and listen to their needs and concerns.

4. Presenting the Proposal:

  • Value Proposition: Explain the benefits of the partnership for both parties.
    • Example: "By partnering together, we can provide your patients/residents with specialized care options and you can refer clients to us for [specific services]."
  • How It Works: Outline how the referral process would work.
    • Example: "We can provide a simple referral form that your staff can use. Our team will then take care of the rest, ensuring a seamless transition for the referred clients."

5. Addressing Concerns:

  • Be Prepared: Anticipate potential questions or concerns and have clear, concise answers.
    • Example: "We understand that you might be concerned about the referral process taking up too much of your staff's time. We have streamlined it to be as efficient as possible, requiring minimal effort on your part."

6. Next Steps:

  • Follow-Up: Agree on the next steps and set a follow-up meeting or call.
    • Example: "Can we schedule a follow-up meeting next week to discuss this further? I will also send over some materials for you to review in the meantime."
  • Thank Them: Always thank them for their time and consideration.

7. Documentation - Update in Freshdesk

  • Record Details: After the meeting, document what was discussed, agreed upon, and any action items.
  • CRM Update: Update your Customer Relationship Management (CRM) system with the new information.

Communication Guidelines

1. Professionalism:

  • Language: Use clear, polite, and professional language in all communications.
  • Tone: Maintain a friendly and respectful tone.
  • Punctuality: Respond to emails and calls promptly, preferably within 24 hours.

2. Clarity and Conciseness:

  • Be Clear: Ensure your messages are clear and easy to understand.
  • Be Concise: Keep communications brief and to the point, while still providing all necessary information.

3. Consistency:

  • Brand Voice: Maintain a consistent brand voice that reflects your company's values and mission.
  • Templates: Use email templates for common communications to ensure consistency, but personalize them as needed.

4. Empathy and Understanding:

  • Listen: Show empathy and understanding towards the potential partner's needs and concerns.
  • Acknowledge: Acknowledge their concerns and provide reassurance.

5. Follow-Up:

  • Timely Follow-Up: Follow up on meetings and communications in a timely manner.
  • Reminders: Send reminders for any upcoming meetings or deadlines.

6. Documentation:

  • Record Keeping: Keep a record of all communications, including emails and phone calls, in your CRM.
  • Notes: Make notes on any important points or commitments made during conversations.