How to Conduct In-Person Meetings: A Salesperson’s Guide

There are situations where sitting face-to-face across from one another is better than using meeting software. Having an in-person meeting is more accurate and shows a sign of trust and self-confidence. According to a Harvard Business Review article, face-to-face requests are 34 times more successful than emails or Zoom meetings. Interesting, right?

But the thing is that many of us (including myself at one time) hate such moments. You walk into a meeting room for the first time, especially with top-tier intellects and high-class people, and you are like “what can I do not to look awkward” but get flustered. I know it is really intimidating, and you will get super nervous, hoping the meeting will end soon. You start overthinking: “Am I overdressed? Did I bring everything? What if they ask a question I don’t know?” My first big in-person meeting was with a CFO who barely looked up from his notepad. I froze. My voice cracked. I fumbled through my slides. Needless to say, no deal came out of that encounter. But it was a good experience.

But hey, everyone has those days. Here, I'll walk you through the process so you don't make the same mistakes I did when I first started. I've noticed that over the years, "performing" well in face-to-face meetings isn't the goal. They focus on establishing a clear connection, paying close attention, and speaking effectively. You can confidently ace your next meeting with the help of this guide on how to run an effective in-person meeting, covering everything I wish I had known when I first started.

How to conduct in-person meetings?

Walking into an in-person meeting matters. It’s where you win deals, build relationships, and earn trust. Unlike a quick Zoom call, you only get one shot. That’s why being prepared is so important. When you arrive ready, you show respect for your client’s time and stand out from others who don’t prepare.

Step 1: Prepare before the meeting

I have witnessed numerous times when co-workers and friends have failed because they were not prepared. I learned this lesson myself in my second year of selling, when I failed to bring business cards to a meeting with a potential client and was then surprised to have three other decision-makers arrive. I was not prepared.

Preparation is where 80% of your success happens. You must note that walking into a client meeting unprepared is like walking into a boxing ring without gloves or writing a biology test without a pencil; you’re just asking to get knocked out.

• Bring the essentials: ID, sales materials, a laptop or tablet, a notebook, and even a water bottle (you’d be surprised how dry your mouth gets when presenting).
• Know your audience: Ensure you confirm who’s attending from the client’s side and their respective roles. The last thing you want is to pitch a high-level strategy to someone who’s just there for technical details.
• Do your homework: Research their business, industry challenges, competitors, and any recent developments about them. The more you show that you want to help the prospect, the better your chances. Clients can tell when you’ve done your homework and when you haven’t.
• Set your objectives: Are you there to upsell, demo, or present a proposal? Outline your goals in bullet points to stay on track. Precision matters.
• Choose your materials wisely: Whether it’s a PowerPoint deck, Canva pitch, handouts, or a quick product demo, decide what’s needed to make your message land.

My takeaway: Decide what you are bringing, whether it is presentation material or a handout. Print two copies, one for yourself and one for the client. Also, consider that nobody wants to bring home a stack of pamphlets that they will never read. However, a well-crafted one-pager that highlights the main advantages and costs? Other decision-makers are informed, and that is retained.

Step 2: Arrive professionally

Here's something they don't teach you in sales training: receptionists and office staff are your secret allies, and first impressions with them really matter just as much as with your actual prospects. Make it a point to be genuinely friendly, not fake-friendly, but authentically interested in their day.

I recall a receptionist named Maria, who remembered me from previous visits and even gave me a heads-up that my contact was running behind schedule. She suggested I grab coffee from their break room, which led to an impromptu conversation with another department head who ended up becoming a separate opportunity! These small interactions can open doors you never expected. So,

• Make a good first impression: Smile, be polite to the receptionist, and express your gratitude.
• Follow protocol: Some offices have strict security or sign-in processes. Instead of complaining, comply with the protocol, as doing so demonstrates respect.
• Observe cultural cues: How do people dress? Are laptops open in meetings or kept closed? Do people shake hands or nod? Try to adjust yourself to blend in without losing your professionalism.

My takeaway: The way you set the tone can either make people relax or get uptight. I'm constantly reminding myself, "You're a visitor at their home; you have to act like it." I've had to become a hypersensitive individual to note the utilization of laptops in meetings, dress policies, and even greetings. Some companies are very formal and traditional, and others are relaxed and camaraderie-oriented. It's essential to match your level of energy and communication style accordingly. This can make a significant difference in how comfortable everyone feels with your presentation.

Step 3: Start the meeting effectively

The first five minutes of any in-person meeting have the power to shift the entire interaction. I usually jumped straight into business talk, thinking it showed I was serious and respectful of their time. Big mistake! Starting with a short, friendly chat actually helps everyone relax and creates a foundation for better communication throughout the meeting.

I prefer to make a positive comment about the office landscape, try to learn more about their commute, or share a nice news article about their company that speaks well of it. Always try to keep it genuine, and make sure not to force small talk, as it is worse than no talk at all.

My preferred method involves making a positive comment about their office space, inquiring about their commute, or mentioning a relevant news article about their company. Keep it genuine, though; forced small talk is worse than no small talk at all (never forget that).

Starting strong is just the beginning. If you start fumbling, the client will mentally check out before you even get to your pitch.

• Break the ice: A little friendly chat goes a long way. Let's comment on something in their office, or ask how their week has been.
• Introduce properly: Please introduce yourself by stating your name and role, and kindly confirm who is present in the room. Seating order might feel trivial, but it can signal hierarchy in some companies.
• State the agenda: Please inform them of the purpose of your visit, whether it’s for a demo, a proposal review, or to outline the next steps. When everyone understands the reason, the conversation stays on track.

My takeaway: One thing I noticed from watching experienced performers is that they always check if the agenda works for everyone before moving on. This simple step shows respect and often brings to light priorities or concerns that might have been overlooked in earlier emails.

Step 4: Lead the conversation

This is often where even good sales reps lose control of their meetings. I’ve seen presentations where strong-willed clients take over the agenda, and in the end, no one gets what they want. Guiding the discussion while remaining respectful and collaborative is truly a valuable skill.

• Use your agenda as a guide: keep referring to it so the meeting doesn’t get out of control.
• Ask thoughtful questions: Ask broad questions, such as “What’s your biggest challenge with X?” instead of “Are you happy with Y?”
• Handle objections calmly: Don’t get defensive. Acknowledge concerns, offer clarity when possible, and maintain a professional tone.
• Stay in control: If a client starts to dominate, politely say: “That’s a great point, and it ties directly into what we wanted to share next.”

My takeaway: The most challenging aspect is navigating difficult personalities in group settings. Some people like to dominate or challenge everything you say. I acknowledge their concerns respectfully, then bring the rest of the group in. For example, "John raises an important point about security. How does the rest of the team usually handle those concerns?" This helps keep the meeting on track.

Step 5: Communicate like a sales expert

When I started, I thought a good salesperson always had an answer for every question. I was wrong. Being direct and confident actually means admitting when you don’t know something and promising to find the correct answer quickly.

• Be direct and confident: No “umm” and “maybe.” Answer with certainty.
• Highlight your value proposition: Clearly explain how your solution addresses their problem more effectively than any competitor's solution.
• Simplify the complex: Use analogies or stories to clarify concepts. For example, I once explained a cloud service to a non-technical client by comparing it to “renting a warehouse instead of building one.” They got it immediately.
• Be honest about limitations: If your product can’t do something, admit it, being upfront actually builds more trust than overselling.
  

Step 6: Take notes and capture commitments

I cannot stress this enough: taking good notes during in-person meetings is absolutely critical for follow-up success. But here's what I learned the hard way: there's a right way and a wrong way to do this without making your clients feel like they're being interrogated.

If you don’t write things down, you’ll forget, and so will they. I’ve lost deals simply because I didn’t follow up on something minor the client mentioned. Never again.

• Note key points: Write down client pain points, goals, and objections.
• Record action items: Deliverables, deadlines, and next steps should be crystal clear.
• Prepare for follow-up: Good notes make your post-meeting email friendly and personalized.

My takeaway: I now use a Plaud Note, which records our conversation (with permission, of course) and helps me capture details I might have missed while focusing on the discussion. Having accurate notes means my follow-up emails reference specific points from our conversation, which demonstrates that I was truly listening and understood their needs. Here is how it works:

• Turn on Plaud before the meeting starts. It runs quietly in the background, recording and transcribing the conversation.

• Review the AI-generated notes immediately after. Plaud condenses the conversation into a clear summary of topics, decisions, and next steps.

• Edit quickly if needed. If something comes out garbled, tweak it while the meeting is fresh.
• Save everything in one place. Plaud syncs across devices, so you don’t have sticky notes scattered everywhere.

Step 7: Close professionally

The way you end an in-person meeting can be just as important as how you start it. I've seen too many great meetings fall apart because the salesperson got nervous about closing or wasn't clear about next steps.

• Summarize agreements: Quickly restate the key points discussed and agreed upon.
• Confirm deliverables and timelines: Put everything in writing to ensure clarity and accountability.
• Say 'thank you': A simple yet powerful gesture. Express gratitude for their time and reaffirm your commitment to them.

My takeaway: Again, Plaud shines here. Use your Plaud Note to draft and send a detailed follow-up email right after the meeting. It shows professionalism, keeps everyone accountable, and prevents misunderstandings.

Checklist: Is an in-person meeting worth it?

Not every sales opportunity deserves the time and expense of an in-person meeting. I learned this lesson after spending a whole day traveling to meet with a prospect who wasn't actually ready to decide for another six months! Now I use a quick evaluation process to determine when face-to-face meetings are truly worth the investment.

Qualifying the opportunity

Is this a closing opportunity? This is the big question that should drive most of your in-person meeting decisions. You might be dealing with a prospect who has already evaluated solutions on standby, with a budget available, and is looking to decide within the next 60 days. You must do your best to get in front of them by all means. However, they might not be ready yet with the budget and are just starting with their research; in such cases, a virtual meeting might be the best outcome to pursue.

Is the client deeply engaged? Check for signs that they show interest, such as when they ask very specific questions, include team members in conversations, request various references or case studies, or inquire about how the implementation process will be scheduled. You need to know that prospects that are engaged are worth every second and every effort because in in-person meetings, they are more likely to convert when it's business time.

 Assessing the value of connection

Are you building a new relationship? Meeting with an important prospect for the first time is often beneficial when it is a face-to-face interaction, as trust comes much more easily in person. B2B relationships, especially with large companies, are often found to be rather complex. Development then becomes faster when you sit across from the ones who make decisions and have honest conversations.

Is there a need for dynamic collaboration? Some sales conversations require back-and-forth discussion, whiteboard sessions, or hands-on demonstrations that work better in person. If you're selling complex technical solutions or need to facilitate group discussions with multiple stakeholders, in-person meetings can be significantly more effective than screen-sharing sessions.

Evaluating the logistics

What is the cost of not meeting? Remember both the value and competition. If this is a high-value situation where your competitor is there in person and you're not, that is a deal-breaker. Similarly, if a relationship is at stake or complex issues need to be resolved, in-person meetings are often more effective than virtual meetings.

Could this be done virtually? Be honest about whether your meeting objectives can be achieved well through video conferencing. Simple presentations, routine check-ins, or information-sharing discussions might not be worth the time and cost of travel. But negotiations, relationship building, or complicated problem-solving are often better served by face-to-face interactions.

Conclusion

Most of your best opportunities and strongest relationships will come from at least one genuine, face-to-face meeting. Sitting across from someone can feel intimidating, but it reveals so much about the way they speak, how they present themselves, and whether the connection is authentic. Being strategic about when and how to use in-person interactions can make a huge difference. When you identify pain points and address them effectively, these meetings can completely change your sales results and future growth.

Preparation is everything. Go in with clear objectives, strong materials, and a genuine interest in solving the client’s problems. Take detailed notes, and if you’re worried about missing details, tools like Plaud Note can capture and organize conversations for you. Follow up consistently, add value, and show true interest. Clients notice that. With this mindset, your in-person meetings become more than just conversations; they’re the start of lasting opportunities.

Buy it now

FAQ

What is an in-person meeting?

Here, an in-person meeting is all about direct contact, or, rather, a face-to-face business interaction. By this, we mean that people gather physically at a particular location to discuss specific objectives, address pain points, make decisions, and foster relationships. Unlike virtual meetings, which are not face-to-face, in-person meetings follow a direct approach, resulting in a higher conversion rate.

Why are in-person meetings better than virtual ones?

In-person meetings are more effective from the prospect's perspective, as they allow for a higher rate of acceptance, since you can relate directly to them face-to-face. It also fosters a good relationship through a one-on-one or many-to-one interaction and eliminates careless distractions and potential internet failures from one person's end. It also promotes greater collaboration and teamwork, as they can relate to you directly. Although virtual meetings are cheaper and more convenient, the choice is up to you; choose the one you feel best at using.

Is it meet in person or in person?

Normally, the main word is “meet in person,” like the phrase of a verb (e.g., we have to meet in person). Whereas “in-person meeting” is like a compound adjective (e.g., “Let us find time and schedule an in-person meeting”). This word has a hyphen, making it “in-person.” Without this hyphen, it is used in other ways.