Make Your First Impression a Good One

We’re getting less formal about business every year. Offices that once had rigid dress codes now tolerate jeans and sports shirts. Thanks to teleworking and teleconferencing it’s possible for executives to attend a business meeting from home wearing a bathrobe.

But the first impression we make on others is so important that every initial meeting deserves some thought.

Remember that a first impression can never be recalled, and studies have shown consistently that the way we are seen by others throughout an entire relationship is largely determined by the first time we meet.

This might also be the only chance we have to make an impression on someone. In today’s hectic business environment we can communicate with people around the world but often seldom – or sometimes never, actually meet them.

A negative first impression may ruin any possible chances for success later on, and that can be costly in business. To make your first impression a good one takes some common sense and planning.

Before the Meeting

Plan to have an uninterrupted meeting, and allow enough time to get to know the other person. Work out how long it takes to get to your meeting point and allow extra time in case it’s needed.

If it’s a really important event do a practice run beforehand to make sure you’ll be there in time on the day.

Always look your best. Even before you say hello people will form an opinion of you based on your appearance. If you’ve made an effort to look good it shows the other person that you feel their time and opinion are important.

It also says that you take pride in your appearance, and that sends a strong signal of self-respect. If you want to gain the respect of others, you must look like you respect yourself.

Try to find out something about the person you’re meeting. This includes their company, their business experience, and if possible some personal information as well – their likes and dislikes especially. You can’t afford to assume anything.

Catch up on current affairs the day of your meeting. The topic won’t stay only on business and there’s nothing worse than to have the other person raise some deep concerns about an issue in the news you’ve never heard of.

If you arrive for the meeting more than a few minutes ahead of schedule, take a short walk before going in. Arriving too early can be almost as bad as arriving late, especially if the other person has done the inviting.

At the Meeting

Don’t arrive empty-handed. If you’re supposed to bring some information about your firm be sure you have it. You might also bring a small ‘corporate’ gift if it’s not too large. Don’t make a big deal out of it but a memento with your business name on it might just trigger off a positive response long after the meeting.

Be yourself. Putting on a façade is not the thing to do as anyone who notices it will immediately form a negative opinion of you. Just relax and let the meeting and conversation take their course.

Here are five ‘golden rules’ for the moment of meeting:

1. Stand up if you’re seated when the other person arrives
2. Establish eye contact
3. Give them a firm (but not “crushing”) handshake
4. Smile often (and keep it up during the meeting)
5. Use the other person’s name and say you’re glad to meet them

Eye contact is very important. Looking directly into someone’s eyes shows the other person that he or she has your undivided attention. Letting your eyes wander around the room can communicate an impression of being shifty or uninterested.

Always shake the other person’s hand when you are say “Hello” or “Goodbye”. It’s good manners but also a form of personal contact that is especially important in group situations.

Avoid talking about yourself, although it’s all right to use your own personal experience as a conversation starter. Focus the conversation on what you have in common. Keep your discussion on positive issues.

Use the other person’s name in your conversation and watch your body language. Negative body language includes crossing your arms in front of your body or turning sideways to the other person. Lean slightly forward to show you’re interested in what they have to say.

After Your Meeting

Making a good first impression doesn’t end with the meeting. You may have done everything right but be sure to follow up with a phone call in a day or so, especially if you’ve promised to obtain more information or provide the other person with something.

Don’t forget to reciprocate. If the other person arranged the first meeting they’ll probably expect you to plan the next one. If you met in their office the first time, make it your office the second time. If they bought you a lunch before, it’s your turn next time.

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Copyright 2003, RAN ONE Inc. All rights reserved. Reprinted with permission from www.ranone.com.