WARM UP TO THAT thud on your door. It’s not a knock-knock-who’s-there game every time. When clients, overseas colleagues, vendors or even acquaintances come calling to your workplace, your office must emit some of that Democratic ‘Yes we can-ism’. That appeal makes the visitor feel special and cements future business ties. Pamper them by observing these:
Preparing for the meeting:
Prepare agenda in advance ensuring that all involved are well prepared.
Ask visitor/s beforehand if they need any audio-visual equipment. It wastes precious time.
Inform the security/ receptionist giving details about your visitor. This makes the process of greeting and seating your visitor smoother creating a good first impression.
Book a meeting room. Going from door to door looking for an empty meeting room, while your visitor waits, reflects poorly.
Display professionalism by ensuring that visitors don’t have to wait for more than10 minutes, even if you are busy as a bee. In case you’re holed in any further, walk across and personally apologize. Sending a junior or a secretary to inform about delays is discouraged, unless absolutely necessary. Offer the visitor some reading material and refreshments.
Kicking off the Meeting:
Greet visitors at the reception and escort them to the meeting room.
Stand up, smile, walk around from behind the desk and offer a warm handshake.
Introduce yourself and your colleagues, exchange business cards and conduct small talk—trust me, they’re real ice-breakers.
Offer a drink/glass of water to your visitor. In my experience, I have been offered exotic coffees only to be told a few minutes later that the machine is under repair! Make sure you know the current stock in the pantry before offering it.
Manage the conversation flow ensuring that you keep to the time.
Meeting closure:
Accompany all visitors to the reception area or elevator. Apart from being polite, this is a good security measure.
Treat visitors to your office as you treat guests at home. Although technology has advanced by leaps and bounds in the last decade, there is still tremendous value in
face-to-face meetings—after all, you can’t email a handshake!
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