Your business generally only gets one chance to make a good impression on a prospect. This is also normally coincides with the first meeting you have with a prospective client (although it can sometimes be the first meeting with a decision maker at the firm). As a consequence, you need to make sure that you are on your ‘A’ game when it comes to presenting your firm in the best possible light.
A lot of this initial meeting perception will come down to the way that you present your firm visually. The reason for this is that human beings tend to take around 90% of their interpretation and perception through visual means.
So here are some tips for your office and your staff to make sure that you give a good impression, and you make your firm ‘act big’ which I’ve described in the past as being the key to success when trying to be a strong candidate when compared with larger competitor firms:
- Receptionist. If your business can warrant the cost it is worthwhile having a receptionist. This is important as there are some functions such as banking, mail collection etc that it’s not worth your time doing it. You are better off getting someone else to do it. But when it comes to meetings, a receptionist is important. They can get your clients to wait while he/she gets you, rather than letting your clients wander through your office.
- Reception presentation. It’s best that you have some signage at your reception and maybe some industry magazines to show your client that you are up to date on your industry practices / knowledge and that you read around the industry you’re in. Also make sure that you have a few chairs, people don’t like to be standing.
- Don’t make them wait. If you are going to be more than 5 minutes, get the receptionist to show them into the meeting room and offer them beverages. Do not make them wait in the reception area. It’s embarrassing, people hate to ask where someone still is after 5 minutes. Think about it from your perspective, you’re usually peeved if someone is late starting your meeting and makes you wait around.
- The meeting room. Give yourself the power. Try to usher the people into the area of the room you feel most comfortable in. If you are making a presentation, make sure that this is already set up and read to go. There is nothing more embarrassing than people watching you fumble with technical equipment. It also gives the wrong impression as to being prepared for the meeting.
- Handouts. Always try to give the people something to take away from the meeting. People who have something to take away with them are often prompted to get back to you as a result. Even if that answer is a no, and then at least you know the outcome instead of perpetually waiting for a call, or having to chase them.
- Business cards. Make sure you have plenty of business cards and with you in the meeting. Exchanging them at the start is pretty much normal practice. If you are dealing with an Asian client, take time to read each of their business cards. This is for two reasons. You should be able to determine from the title who is the boss. Second it’s a sign of respect in Asian culture to have a business card, and also to receive one. If you just ignore their cards and put them away you will be disrespecting your prospective client.
- Beverages. Make sure that before the meeting, the room is set up with a water jug and glasses so that if people want water they don’t have to wait until coffee is brought to get it. People generally will want a glass of water and a coffee but won’t want to ask for both because it will seem like too much of a demand.
- Finishing a meeting. Don’t make it awkward. Have everyone in the meeting say good-bye at the room and the rest of your side disperse (unless you are at your prospect’s offices). Then as the sole point of contact and the senior person see the whole party from your prospective customer out and shake all their hands before they go. Make sure that you do this, don’t just let them wander out, it’s your last chance to show them you mean business with a firm handshake.
Hopefully these tips can assist you in hitting a home run with your first meeting with prospective clients. Remember, be prepared, confident and think and act big. You’ll get them every time.
Til later.
The Lad.
