Try requesting a coffee meeting!
Let’s face it, in-person meetings and office life have changed drastically in response to the COVID-19 pandemic. Some of us are probably a bit rusty when it comes to meeting someone new face to face, but now that we can start to safely return to our old routines, it is the perfect time to reconnect in person.
Why ask for a coffee meeting?
Because coffee meetings are more casual than a typical office meeting and can provide a more relaxed setting to meet with your client. This is important because getting to know your client on a more personal level can enrich the trust that is needed in a business relationship. It increases the chance for your client or vendor to open up more about their company, brand, and any challenges they may be facing. These discussions are key for developing genuine business and opportunities.
It also lets your client know that you are interested in getting to know them on a more personal level. Exchanging emails and video meetings have certain limitations on our communication style. Not to mention the 2 years of virtual work have certainly left us all craving time away from our screens.
It can be scary but if done in the correct way, it will let your client/vendor know that you seek to have an impactful meeting.
How to ask for a coffee meeting
Asking your client to coffee should be done with careful consideration. How do you get them to accept? I got you.
Use a professional tone.
Keep your invite short and sweet, using a professional message.
Have a clear purpose for the meeting.
You are asking your client to give you their most valuable resource - their time. That’s why its crucial to set out a clear intention for your meeting. Be as specific as possible when explaining your ‘why’ and how this will benefit both parties. Also include the duration of the meeting and keep it to 30 minutes.
Select off-peak hours.
Coffee shops are busiest between 8 - 10 am and 3 - 5 pm. Try to schedule your meeting outside of these hours so that you can have a quieter and less busy ambience.
Offer options for the location and let your client choose.
Letting your guest choose the location is not only respectful, but it gives your client the feeling that they have some control of the meeting. When planning, consider travel times and traffic when suggesting a coffee shop. Give your guest 2 to 3 options and be sure to check the hours, dine-in options, and menu ahead of time. Keep dietary preferences in mind and choose a spot that can be accommodating. Always be willing to travel more than you are asking of your guest. Lastly, choose options that have alternative coffee shops nearby in case you need to relocate your meeting at the last minute.
Follow up.
If you do not receive a response within one week, “reply all” to your original email and check in with your guest. Sometimes, emails can be overlooked and there is no harm in sending one follow up. After that, if you do not hear back, it may be best to revisit in a few months.
Send a calendar invite.
Lock it in. As soon as your guest accepts your invite and chooses a coffee shop, send them a calendar invite. Include the time, location, and your cell phone number in the body of the invite. Set the reminder of the invite so that it notifies you and your guest with sufficient warning to arrive on time.
Tips for a successful meeting
Well done! Your client has accepted your invite and now it’s time to meet. Here are some keys to success that you should keep in mind:
Arrive early. Plan your day accordingly so that you can arrive at least 10 minutes early. Order your coffee and a snack and choose a nice table for your meeting. Tables are preferable to bar seating so that you naturally face each other.
Have a back up plan. Have a backup location in mind. There is always a chance that the chosen coffee shop is too loud or busy. If that happens, you’ll need to scope out the alternatives. Choose a less busy shop and call or text your guest immediately to notify them of the change. Explain that the first choice location was too busy.
Be cordial. Greet your guest when they arrive with a kind wave or by standing. Make it easy to for them to find you. Break the ice with some simple chat about the weather or the commute.
Be prepared. After exchanging greetings, get to the point. Have your pitch or questions prepared ahead of time so that you can be confident in your conversation. It’s always good to come with a few questions that show your genuine interest. Collecting information will set you up with more routes for a follow up.
Keep it casual. The sole purpose of this type of meeting is to connect with your client. Don’t make things too formal or structured. Be flexible and understand that the key objective is to get to know your guest. If you don’t get through your pitch, that’s okay. Focus on making a connection.
Be sure to send a thank you note later the same day. In the note, summarize key points from your discussion and outline any action items with proposed by-when dates.
Now that we’ve put the tips together, let’s make an invite. Here is a template that you can borrow:
[Good morning/Good afternoon],
I am reaching out because I would love to schedule a coffee meeting with you to discuss [topic]. I am interested in learning more about [how I can help you, how we can work together, or a specific product/service]. There seems to be a good opportunity for both of us to explore. I understand that you have a busy schedule, so I am flexible. Let me know some times that work for you over the next few weeks. We could meet at [option 1, option 2 or option 3]. I look forward to hearing from you.
Thanks for the consideration,
[your name]
Advantages of a coffee chat
Grow your network - even if nothing comes of the discussion, it may lead to introduction to other peers or colleagues.
Break up your day and your guest’s day from the normal routine.
Improve networking skills.
Establish a genuine, long-term relationship.
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