Making the right impression during a meeting with clients and prospects is key to cementing your reputation and trust.
That’s because it’s human nature to make judgments, says Linda Allan, a certified management consultant in Toronto who specializes in business behaviour. Not only will people judge your intelligence, but they will also scrutinize your manners and integrity.
Put your best foot forward by following this expert advice on business meeting etiquette:
> Make sure the meeting is necessary
Don’t waste your clients’ or prospects’ time. Make sure there is a purpose for a meeting before they make the trek to your office.
Ask yourself if a meeting is required, or if it’s a matter that is better discussed over the telephone or by email, says Louise Fox, owner of the Etiquette Ladies and MannersTV.com in Toronto.
“We don’t want to waste our own time or other people’s time,” she says. “It’s really [about] being considerate and respectful of other people’s time.”
> Send out an agenda
Provide an agenda for meetings so clients can prepare themselves.
“Nobody really likes a surprise,” says Fox.
The more information available prior to a meeting the better, she says. That way, clients are prepared for questions, the topics of conversation and what they may need to bring with them, such as documents.
Send out the agenda as soon as you have all of the necessary information.
> Enter quietly when late
Of course, you never want to be late for a meeting, but sometimes there are legitimate reasons for your tardiness.
There is a polite way to join the group if you do run late for a meeting with team members or a client meeting where your partner has already arrived.
Apologize for your lateness and quietly take your place, says Allan. Don’t ask to be caught up, instead let the conversation continue uninterrupted and ask questions when necessary.
> Turn off the “CrackBerry”
During a meeting, focus on the client — not your smartphone.
All technology should be off unless the client has requested to see something on a computer or device, says Allan. Turn off smartphones completely as even the vibrate setting can be distracting.
> Sit up straight and smile
To make the best impression, says Allan, you should be on your best behaviour when sitting with clients and prospects.
Sit up straight, make good eye contact and have a polite demeanour, says Allan.
> Go easy on the muffins
Remember to focus on the people, not the snacks when there is food at a meeting.
“I’m always amazed,” says Allan. “People go to a meeting and it’s like the Last Supper.”
It’s difficult to think about business and what you are eating, says Allan. Take smaller portions and concentrate on business.
If there are finger foods, like muffins, people seem to forget their manners, says Allan. Remember not to speak with your mouth full or to take large bites.
IE