Filmmaking can require a lot of meetings, no? To be a prolific and productive filmmaker, it helps to use your time wisely. Here are things you can do to make the most out of the meetings you set up.
1. Do you actually need to meet?
Figure out if you actually need an in-person meeting before you schedule it. This sounds obvious, but if you can accomplish your goals by talking on the phone instead then do it. Meeting in person takes more time, even if it’s just because of driving and finding a parking place. Keep in mind, of course, meeting in person can often be much more fun. It’s also a good idea when you’re getting to know someone so you can clue in to their non-verbal communication.
2. Get a grasp on meeting logistics.
Make the meeting as convenient as possible for you both. Ask about the person’s schedule and the nearby places they enjoy. Learn the area, route, and traffic patterns. For example, if you’re meeting for lunch at a really popular place, schedule the meeting when it’s not as crowded to get good service and find parking places. The point is to be sure there are no mounting frustrations before the meeting even begins.
3. Automate reminders for the meeting.
Use your calendar to automate reminders for the meeting. This will help everyone — including you — remember meeting details (date, time, location, reason). Trust me, it’s worthwhile to make sure everyone remembers the details. Don’t be annoying with automated reminders, though. You don’t want to fill someone’s inbox with too many messages.
4. Confirm the meeting before it happens.
About four to 24 hours before the meeting, make sure it’s still happening. Priorities can change. You want the person to be relaxed and attentive during the meeting. If they’re now dealing with something new / unexpected, rescheduling the meeting might be smart. The meeting will be much more productive if you both show up ready to work, feeling at ease.
5. Follow up after the meeting via email.
It’s great to follow up after a meeting via email but keep it succinct. You’re not sending them meeting minutes, you simply want to capture a few key points: it was nice to meet, thank you for the time, and here are our next steps. This can help you both keep track of things and how they’re progressing — should you need that information later.
These are just a few things I’ve learned along the way. What do you think? Do you have any tips to add?