Get Flashy with Meeting Materials

This article is sponsored by Quill Office Supplies, a proud supporter of OfficeArrow. You can also visit the Quill community right here on OfficeArrow.

Let's be honest. Nine times out of ten, when meeting with clients or prospects, you end up handing them a stack of materials you're pretty sure they'll never look at again - reports, brochures, statements, presentations, etc. More than likely, these papers end up tossed in a random desk drawer, stuffed in a dusty filing cabinet, or simply thrown away. This is especially true if the client or prospect has traveled to see you. In such a case, your paperwork will likely get forgotten in the backseat of a car or left on the bedside table in a hotel room. In general, it's pretty safe to say that printing meeting materials is a waste of time, money and resources. Perhaps the next time you need to share meeting information with a client or prospect, you'll consider getting flashy with it.

What does that mean?

The distribution of meeting materials is a perfect opportunity to utilize USB flash drives (also referred to as "jump" drives). A USB drive is a small data storage device that is portable, removable, and rewritable (which means that files can be added and deleted over and over again). These lightweight gadgets are environmentally friendly and offer a high capacity for storage.

How does it work?

A USB device plugs directly into a personal computer through a USB 1.1 or 2.0 port. These days, most computers come standard with multiple USB ports. Once the device is recognized by your computer, you have the ability to drag and drop or simply save files to the device. How much (and how many) is all of question of size. USB flash drives are measured in gigabytes.

Why is it better?

Handing your clients, prospects and business associates a USB drive instead of a stack of paper says a lot about you and your company. First off, it shows that you care about the environment. You didn't stand around printing useless copies all day, wasting precious resources. Instead, you're giving them a reusable piece of technology that can safely and conveniently store the information you want them to have access to. It also shows that you care about making your client's life as easy as possible. Plugging in a USB drive is not a complicated process. On the other hand, keeping track of a pile of paperwork is generally more effort than it's worth. With a USB drive, you're ensuring that the information you want the recipient to have is protected. While paper tends to get ripped, crumpled, and spilled on, a USB flash drive is protected from scratches and dust by a hard, plastic shell. You can rest assured that even a traveling client will make it home with the necessary information intact.

When to use it?

USB flash drives are an excellent alternative to paper in a variety of circumstances. As we've mentioned, you can use them to distribute meeting materials to clients, prospects and various business associates. Or, consider using them to provide marketing materials to tradeshow attendees. This way, attendees get a free piece of reusable technology (who doesn't love a freebie?) and they also have easy access to your materials once they get home. Next time you plan a conference or seminar, consider offering a USB version of the workbook to attendees. Think creatively: any time you use a large amount of paper to distribute information, consider using a reusable USB flash drive instead.

Where to get it?

Quill Office Supplies, a premier sponsor of the OfficeArrow community, has a wide assortment of USB drives. They even offer custom imprinted USB drives, so you can add your company logo to help boost your marketing efforts.

Have you seen the latest issue of Quill's newsletter, Office Living? Check it out!