Making the Right Impression: Intro & The First Meeting

I have a strong Love/Hate relationships with business suites. There are certain times I love to wear them and other times I would rather meet clients in my American Eagle Sleeper bottoms and Bob Marley T-Shirt I bought at a shack-style record store.

Luckily, In my line of work I can at least get away with business casual (nice jeans and a polo) when having a meeting.

For a long time though I did not realize this and thought that the suit was the standard for any business function but soon found I was absolutely wrong. In fact, it was quite the opposite. In those days, my fancy suit (from Kohls) was actually a turn off to prospective clients. They thought I appeared too stuffy and upper-classed to offer my services for the right price.

So the way you dress, act, and appear is not as black and white as one would think by watching an episode of Boston Legal. Instead there are guidelines that can be put into play to make the right impression. Today, and in future posts I will be covering different situations and how to make the right impression in them.

MEETING FOR THE FIRST TIME

This is the most crucial time in a business relationship. If a bad impression is made it will destroy everything. One wrong move could ruin any preparation or effort you put into it. No reason to be tense.

I was just kidding above. When entering a meeting with someone for the first time though, these type of thoughts will inevitably cross your mind. It is important to block them out as you are beginning. And the way to do that starts far before the meeting.

PREPARATION

Especially in the first meeting with someone it is important to be prepared for it. This entails a bit of work but is worth it in the long run. First impressions are the most important. You wouldn’t think it (because of course you don’t do it yourself) but people will make judgements on you before getting to know you.

Do some research. You will want to know a little about the person you are meeting. Knowing their business, interests, awards, and things like that can really impress someone and allow for good conversation. (This is also effective with college professors for my Student readers.)

Prepare notes. Getting notes ready can be a daunting task. In preparation try to consider talking points, questions, and generally how you want the meeting to flow (more on that farther down).

Prepare yourself. I have a tendency to get very tense before a first meeting. My past clients can tell you I wasn’t always the best at keeping a relaxed look during a meeting. It just happens and I know from talking to others that many of us are inflicted with this thing called “Butterflies.”

It is important to have a steady head when walking into a meeting. Try meditating, stretching, and thinking about other things briefly before you walk in. You want a clear head when enter the room.

PERSONAL APPEARANCE

This is a tricky one that can range from industry to industry but if you are on the business owner end of the meeting (as opposed to the client end) you will want to look presentable. Try to think about what they would expect from your presence. This can be accomplished in two ways.

What would you expect of others in your position? Think of how you would want to be perceived if you were in the other person’s shoes. There is reasonable clothing and style options for any type of meeting.

What do you think they will expect? Different people have different expectation. If I were to meet with a lawyer or architect, I would dress up more than if I was meeting with an artist or designer. It is not to say I am condescending one or the other. Their expectations for attire and how they would perceive my appearance would just be different.

I would recommend being in business casual (nice jeans and polo) to semi-formal (suite) for this type of meeting depending on your industry.

THE VERY FIRST IMPRESSION

Be early. It is always a goal of mine to be in the meeting place before the person I am meeting gets there. This assures that you appear punctual. Punctuality is an almost universal expectation.

Always stand when greeting them. It shows respect, even if they don’t consciously realize it. Be the one to offer a hand shake. It is not necessary to be the first all the time but it shows you are a “go getter.” Most people like that.

Smile and make eye contact. You want to appear very delighted to meet them. Oh, and be sure to tell them you are delighted to meet them.

GETTING STARTED

Never open up with, “let’s get down to business.” Pleasantries and small talk is important. You did your homework for a reason. The best way to make a good first impression is to connect with them early on. It doesn’t matter what it is. Same sports teams, conferences or events, etc. It is easy to find a connection if you did your due diligence before the meeting.

Before diving in, give them a compliment. There is bound to be something you are impressed with about them. Tell them about it. Don’t be fake but let them know you are interested in whatever it is they do. If you guys were meant to work together, that shouldn’t be a stretch.

DIVING IN AND TIEING UP LOOSE ENDS

Be the leader. Once you are down to business, try to lead the conversation. Use your notes to guide questions and talking points.

Have the pen in hand. Always take down what they are saying, even if you think you will remember it (you won’t). It shows you care about what they say and are serious about it.

Open the forum for great conversations. Don’t schedule meetings too close together so you meeting can run longer if needs be. You want to keep the relationship with this person so you don’t want to abruptly end the meeting without locking them in. Keep the conversation flowing and make sure you ask if they have any questions before switching talking points.

End as you began. The key points are over. Now you just have to say your good byes. Set up another time you can talk and be sure that you give them a business card. Shake hands. Leave smiling.

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Photo by clagnut