Quite often, the earliest point of contact between a temporary staffing agency and prospective client is made over the phone. However, sitting down face to face is essential in moving things forward and properly assessing how an agency can effectively provide service to your organization. As a result, making the most of this first meeting is an understatement. Here are three tips to help you put some instant impact into your meeting for better results.

1. Realize that a first meeting with an agency is really an interview.

Typically, once you’ve agreed to meet with an agency, you can anticipate a relatively informal first meeting to explore the possibilities of working together. But, pleasantries aside, recognize that this meeting is your opportunity to see what they’ll bring to the table. This is an interview and the information shared will be significant. Consider your temp staffing needs, your priorities and exactly how this agency will provide sound solutions to your company.

Apply your interviewing tactics to this setting and take note of any gems or red flags the agency rep presents. Is this agency looking to help you shape your temp staff strategy and working with an eye on the big picture?   When they approach your business this way, it leans more toward a partnership with clients rather than a la carte, or a “per order” basis. This also indicates where an agency’s sight line on service is . . . proactive (strategy) or reactive (“per order”).

There are of course, other observations during the interview that will form an impression on the agency’s fit with your needs. Many of these hail from the tried and true basics that still hold up, such as the agency rep:

a. Arriving on time, well prepared and dressed appropriately to meet a client
b. Giving you undivided attention (no cell phones or Blackberries chiming away in the background!)
c. Possessing professional speaking abilities and communication skills
d. Making eye contact and effective use of nonverbal communication, coming across as sincere and not scripted (i.e., using too many buzz words, i.e., “high touch”)
e. Providing achievement based answers, using examples and details (vs. too many generalizations and broad references), being direct and to the point in describing their services and strengths
f. Using meeting time wisely from start to finish and not going into overtime.

Be sure to take notes and do your share of asking questions, which leads me to my next point . . .

2. Avoid the trap of the agency rep doing most of the “asking” and the client doing most of the “answering”.

This is a party for two, so both sides need to actively participate in a Q&A, especially the client. I’ve routinely witnessed the agency rep take the lead during a first meeting and jump in with their questions about the company/client first without explaining what they have to offer. While I can appreciate their initiative, one of the key reasons for meeting with an agency is to learn about them to make sure they measure up to your criteria and standards. Ask the agency rep to hold their questions about your company until you’ve had the chance to learn more about them first. Take it one step at a time and be careful not to let the agency rep’s questions get ahead of you.

I think it’s very important to have the agency rep present first in order to see what’s on their radar as a business. I like to see how the agency rep will lead me, rather than be led. When a client is the one raising key service issues during this meeting, it’s not a good sign.

When you conduct job candidate interviews, do you describe the position requirements before you learn enough about the candidate? The same applies here. A simple way to approach it is to break the meeting into two parts. The first half is about “the Agency” and the second half is about “the Company”. Follow this easy rule of thumb and you’ll get better results from this discussion.

Once you’ve gained the understanding and background about the agency that you need, you can decide about continuing or concluding the meeting. If you like what you’re hearing and it appears to be a successful match, you’ll want to begin sharing company details and allow the agency to delve in with their questions. They’ll need to walk away clear and knowledgeable about how they can provide service to your company. Educate them on what it takes for temps to not only perform well on the job, but to “fit” with your company culture. Getting a temp into your space is just a piece of this. Once there, temps must be able to effectively relate with the employees.

Additionally, there can be a tendency by agency reps to assure you they “know” your industry, and “know” exactly what you need. I see this as a red flag because it can gloss over their focus on what makes your company different than others. Each organization is unique and the agency rep must have an appreciation of that fact. Taking note of your particulars and paying attention to the details is what will distinguish them from others. It’s all in the details! Familiarity with your industry is a positive, but that’s certainly no measure of immediate or continued success for servicing your company. It helps, but it’s no magic wand.

And lastly . . .

3. Plan ahead for this meeting to achieve your goal (s).

A little planning really does go a long way. Write out your goal(s) for this first meeting. What do you need to know about the agency? What makes their service clearly better than others? How are they doing things differently and innovatively? What do they need to know about your company? What makes servicing your company different than others? What does a successful temp staff solution look like at your company?

Develop a temp agency fact finding and company/client management tool. Use it whenever you need to meet (interview) with an agency for the first time. Make a list of questions about the agency that will help you assess their capabilities and performance level. Think about your priorities and the results you need from an agency, then work backwards to design your questions. For example: You need temps that have an advanced level of Excel. Ask about the agency’s technology testing and importantly, the retesting process to learn more. How do they ensure a temp candidate is truly proficient at an advanced Excel level? Another example: You like to have the same temps fill assignments again and again (“repeaters”). Ask the agency about their temp turnover rate to gain an understanding about their ability to meet this request. Ask how often they can provide you with “repeaters”.

Next, compile all the noteworthy facts about your company that the agency must know. These should include details about your company priorities and culture. The topic of temp “fit” is particularly relevant. Explain what it takes for a temp, especially one that’s new to your company, to be successful and relate to employees and management. Of course, you’ll also need to provide basic job descriptions for the types of jobs temps fill at your company. Review your final list and edit accordingly so that it’s straightforward and will lead you to answers that define how the agency can bring you desired results.

Not only will this tool be a time saver, it’s also an organized way to record notes about this agency for future reference. Your list will give you the ability to keep the meeting on topic with speed and effectiveness. In addition, you can realize more consistency if you or your staff need to benchmark agencies. Lastly, when meeting with a temp agency, you’ll want to set a tone with this prospective business partner that says you take this seriously and know your stuff. Being so prepared will send this message.

It’s extremely important to select an agency for your temp staffing needs that will work with you as a proactive business partner. The first meeting with an agency is the start of this process.   Follow these easy tips to help you discover the real value this resource can bring to your organization.