Let’s face it, awkward conversations happen to the best of us. But when you’re in the service industry and working with clients on a daily basis, these awkward moments can be even more nerve-wracking. Whether it’s trying to find out if your client would like to continue booking with you or asking them about their experience without making it sound like an inquisition, there are all kinds of ways that these situations can go south quickly. Your interactions as an independent business owner don’t have to be awkward and uncomfortable though; there are several ways that you can avoid awkward client conversations and stay professional at all times. Here is our list of must-know tips for staying professional when dealing with clients.

Before the Meeting

Before you even sit down with a client, it’s important to have a plan for the conversation. It’s crucial to stay as professional as possible in all of your client conversations, but this is especially important when you know there might be some uncertainty or discomfort on either party’s end. Before you head into the meeting, try to figure out what the conversation will entail. If you have any questions that you want to ask or even issues to address with the client, jot them down. This will help you to stay on track during the conversation, and it will also help you to remain as collected and professional as possible.

During the Conversation

This should go without saying, but remember to keep an appropriate volume during the conversation. If you’re meeting in-person, you’ll want to make sure to keep your voice low so that it doesn’t distract anyone else in the room. This can be especially important if you’re meeting with someone in an open office environment. If you’re meeting over the phone, be sure not to speak too loudly as well. Remember, you’re representing your business with every word you say and every action you take. Try to keep the tone of your voice as neutral as possible throughout the conversation. If you have any concerns about the client’s satisfaction with your work, you’ll want to keep an even keel. If you feel yourself getting upset or emotional, take a break and walk away from the conversation for a few minutes. This will give you time to collect your thoughts and calm down before resuming the conversation.

After the Conversation

Again, after the conversation is just as important as before and during the conversation. If you’re meeting with someone in-person, you’ll want to thank them for their time. This can be as simple as sending a quick email following up with the client and thanking them for their time. If you’ve spoken with the client over the phone, be sure to send them a follow-up email thanking them for their time as well. If you’re meeting with a potential client, you’ll want to be sure to follow up with them as well. This will help to show that you are professional and appreciate their time. Sending a quick email following the meeting will do wonders and let the client know that you’re serious about working with them.

Conclusion

The most important thing to remember when you’re dealing with a new client or one who you’ve worked with in the past is that you always want to stay professional. This can be easier said than done, but as long as you are prepared and have a game plan, you’ll be able to navigate any awkward client conversations. If you follow these tips and prepare yourself for the types of conversations that can go awry, you’ll find that these situations are much easier to navigate.

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-The Capex CPA Team