Meeting Alternatives

Your clients are crucial to your business, so it is critical to re-introduce in-person meetings safely. Think about if, when and how you re-introduce in-office client meetings. Some considerations include:

• Can you meet by phone or video instead?
• By appointment only or may people walk in?
• Limited hours for in-person meetings?
• Is it possible for clients to wait outside the office until called for their appointment?
• Can meetings be held in outdoor areas (implementing necessary measures to ensure the confidentiality of discussions)?

Managing Expectations

Once you have established your plan, let your clients know the parts of the plan that affect or protect them in advance of attending by email or text.

A sample email has been provided below:

Dear client,

Regarding your appointment on XX, we want to let you know that our office is following strict guidelines to ensure staff and visitors’ safety. This includes reduced amenities and enhanced cleaning requirements.

The physical office is only open to the public between the hours of 10 am and 2 pm, in order to allow for staggered work schedules and limit staff contact with third parties. Please ensure that you arrive for your appointment at the designated time.

We strictly observe physical distancing requirements. As such, our conference room has a reduced capacity of six people. We expect you will be attending your appointment with a maximum of two people. Please let us know if this not the case.

Changes have been made to our premises, and access to certain areas (including bathrooms) may be restricted. Elevators have a maximum capacity of two people. Please allow enough time to secure parking and wait for the elevator.

We ask all visitors to wear a non-medical mask. If you have one, you are welcome to wear it. If you don’t have one, we will provide one for you.

Finally, we ask that if you are not feeling well, or are showing symptoms of illness please reschedule your appointment.

Yours sincerely,

Open communication will assure clients that their health and safety, and that of your staff, remains the top priority.