A tenet of the R2R Marketing approach is to reduce or eliminate barriers that interfere with an opportunity moving forward to its logical conclusion. For example, in lead generation we look for obstacles in the form of extra steps for an interested party to become a lead, such as website forms that are too long.
One of the most unrecognized barriers in prospect and client meetings is self-inflicted: allowing distractions to enter the meeting. Distractions are anything that pulls attention away from the conversation, and while some of them are out of our control—the prospect taking a call, for example—there are many situations where we inadvertently create distractions by our own actions.
Here are some common distractions and how to prevent them from impacting your next meeting. These apply to both in-person and virtual meetings.
Cell phones – If you have a cell phone visible, it’s a distraction. Even if it is face down on the table, muted or even off, the mere presence of a cell phone sends a message that there is the potential that something more important will arise. The best bet is to put your phone in airplane mode so it doesn’t make a noise or vibrate and leave it in your bag, briefcase, pocket, etc. If you need your phone to schedule a follow-up meeting, that’s the time you can get it out.
Pro tip: If you are expecting a potential emergency call, say from the nurse at your child’s school, state that upfront and ask for the other person’s permission to check your phone if it buzzes.
Smart watches – Even if you don’t look at your watch, the face lighting up when you receive a message is a distraction. Some might argue that having a watch on at all is a distraction because it’s very hard not to check the time or glance at your watch out of habit.
Computers and tablets – If you need your computer for a presentation or you’re in a Zoom meeting, close all unnecessary browsers, windows, and applications. Turn off any alerts that would normally appear on your screen, and if possible, turn on a do-not-disturb mode. It is surprisingly obvious when someone is checking email, scanning social media or otherwise distracted. By the way – it’s also noticeable when you look at your phone in a virtual meeting. Put it away then, too.
Pro tip: If you normally use your computer to take notes, let the others in the meeting know that up front and ask their permission, “Do you mind if I use my computer to take notes? If you see me looking at my screen or typing, please know I’m not multitasking.”
Backgrounds – You have a choice with virtual meetings to blur your background or use an image or fake background. Generally, your real background is fine, provided you don’t have frequent movement from pets, activity outside a window or door, colleagues walking past, etc. There may be times when activity supports your message or brand, but that’s rare. Our eyes are attracted to movement, so an active construction site may show progress, but it’s also distracting and pulls attention away from your message.
Eating and Drinking – Speakers are expected to sip water every now and then, but snacking, constantly opening and closing a water bottle, and sipping coffee should be avoided whenever possible. Of course, a morning team meeting with coffee and donuts is okay, but if you’re talking to a prospect or client, it’s a distraction at best, likely considered unprofessional and possibly gross.
Here’s a final pro tip – make sure everyone on your team who is in a client meeting is on board with these suggestions. They don’t have to be the speaker to cause distractions.
The bottom line is that distractions are barriers to good communication and decision-making. Any barrier has the potential to disrupt achieving the goal of your meeting, whether that is making a sale, training or motivating a team, or explaining a new process.
