There is an old saying that you never get a second chance to make a good first impression.

So, working with your team to produce a positive prospect experience during a first meeting is important to ensure you will see that person a second time.

Joanne Ferguson, president and coach with Advisor Pathways Inc. in Toronto, says there are five elements to include during this important meeting:

1. The introduction
The experience for your prospect starts the moment he or she walks into your branch, Ferguson says.

Your receptionist should have a list of every client or prospect that has an appointment that day and greet him or her by name when they come in.

Like a guest in your home, your visitor should be offered something to drink. This will start the meeting on a positive note and make the prospect comfortable.

2. Getting to know the prospect
Once the meeting starts, your objective is to find out what makes this prospective client tick.

“What does the prospect need?” Ferguson says. “What are his or her hopes and dreams? Find out as much as possible.”

Without directly asking about your prospective client’s financial goals, you are still getting a sense of what is important and how your expertise can help guide them. You are also keeping the conversation personal and avoiding any suggestion that you are trying to sell something.

3. Sharing expectations
Discuss the prospect’s expectations of the relationship, should you decide to work together, as well as your own.

Some examples of issues that should be made clear are: how often you both feel you should meet; how often you’ll interact outside of scheduled meetings; and how that extra communication will take place. Does the prospect expect a phone call or is the preference an email?

In setting out expectations, you or your prospective client may find that your personalities or objectives are not entirely compatible. If that is the case, suggest other advisors in your network who might be more suitable. This step will prevent your prospect from feeling rejected if you feel he or she is not a good fit for your practice.

4. Explaining your practice
While the emphasis is on learning more about your prospective client, the first meeting is a good opportunity to describe what you would provide in the relationship.

If you cover areas like insurance or estate planning, say so. Maybe the prospect does not have the need for these services immediately, Ferguson says, but this could change in the next six months or so. It is important that your prospective client is aware of the range of services they can receive by working with you.

It is also a good idea to introduce your team members and their roles. This step shows your prospect that you are not a single entity and there will be other qualified individuals contributing to the services provided.

5. The followup
Have some material on hand that the prospect can take away and read in his or her own time.

Also, ask if you can call in a few days to answer any questions they may have.