Fantastic Tips To Make Your Clients Feel Welcome in Your Office

Fantastic Tips To Make Your Clients Feel Welcome in Your Office

You
only get one first impression, so you have to make it count. The same saying
can be used when you welcome a visitor to your office. It doesn’t matter if
it’s a collaborative meeting with a business partner, an interview for a
prospective hire, or a welcoming banquet for the board of directors. There are
many ways you can make sure that your first impression when having a visitor in
your office always goes amazing, and that your client feels welcome and
impressed by your office, staff and the overall professionalism.

Clients
stay because of good or great customer experience. It is so important to make
your clients feel as welcome as possible. It is the most important component of
a good client experience. With all the modern technology that is combined with
old-fashioned manners will help you get to the top of any clients list. And the
best of all it is free and everyone can do it with just a little planning and
coaching.

Prepare
Before You Meet Them

It
doesn’t matter if you just had a super busy day and you are frustrated. But you
can’t take your personal baggage into a meeting. So, before you walk into a
meeting, drink a glass of water to freshen up and take a deep breath.

It
is important to be focused because your client will trust you to handle their
personal information and their business ideas and problems. They deserve your
full attention.

Greet All
Visitors

This
seems unquestionable, but many front desk employees mumble and often are
impolite in those situations. It is important that you say Good morning or
afternoon in a nice and calm yet loud enough tone that will surely be
appreciated by all office visitors.

Be Sure To
Smile

Before
you meet your client make sure to smile. It doesn’t matter if you are stressed
or upset, you have to put a nice big smile on when your client comes in. You
must put your client’s needs before your personal matters to be a true
professional.

While
smiling your body releases endorphins that make you feel more relaxed. So if
you had a long and hard day, it will help you forget about your troubles for a
while.

Have
Someone Greet Your Client

Nowadays
it is not that common that front-deck employees greet clients. If your office
doesn’t employ such a person, make sure that you are ready and in front of the
office around ten minutes earlier to greet your client. But, if you are not
able to greet them, have your assistant or an employee welcome them in your
place.

Use The
Client’s Name When Greeting Them

By
greeting your client by name you are making it a more meaningful experience.
Have your front desk employees greet your clients with a nice great accompanied
by their name.

There
is nothing more flattering, and nothing that makes the client feel more
appreciated than receiving a friendly greeting by name when they walk into the
office.

Make
a lobby board for them

This
a very simple yet nice gesture takes you no more than a couple of minutes to
put together. This nice small gesture will show how much you care about their
experience at your office, and it can make a difference when it comes to their
choice to do business with you or your competitor.

Have An
Inviting Entrance 

It
is important that you know that your office layout can help with the overall
feel and atmosphere of your office for your employees, and the same policy goes
for the clients. Design your entrance
area with some comfortable furniture, rather than just a few waiting room
chairs. Decorate the place with several green plants. All of these ideas can
make your clients more comfortable going into your meeting.

Give The
Client With Clear Instructions On How To Find Your Office

No one likes to
look lost and have to ask for directions. Therefore it is good to explain to
them how to find the office beforehand. Because if your client is feeling
stressed or panicked because they couldn’t find the office, your meeting
probably won’t go that successfully.

Ask If They
Would Like A Drink

It
is very important that you offer them a glass of water or coffee or tea. By
having the top quality coffee like the Lavazza Bluepod,
or well-known tea brands they will not be disappointed for sure. Making
offerings like these can make your client feel more appreciated, and can also
make for a softer beginning to the meeting instead of just getting down to
business

Make Sure
You Have All The Adequate Equipment 

Nothing
is worse than being in the middle of a meeting and finding out that you don’t
have the proper adapters for their computer or your projector or some other
issues with the device compatibility.

If
your client needs to have a presentation, ask them to email it to you ahead of
time in order to have a backup in case some of the devices are not compatible
with each other. Or just bring a USB to the meeting in case some of the files
need to be transferred between devices if you haven’t talked about their
technical needs ahead of time.

Make a
Guide for Your Staff

In
order to augment the impact you can leave on your clients, it is important that
you include all of your employees so that the overall effect can be positive in
the long run.

Some
of the best ways to make sure that your staff has all of the knowledge that is
required to carry out this goal are by creating an office client policy that
can be used by your employees so that they know how to respond to any situation
and how they should go about interacting with clients. When everyone is working
together, you will gain the ability to easily create a relaxing and welcoming
atmosphere that any office client will love and feel comfortable in.

Along
the protocol and methods that explain how to treat and greet clients, as well
as some professional information that explains how to keep them relaxed and
secure while being in your office, are provided to your employees so that they
are thoroughly informed on how to approach working and behaving in a way that
it stays a welcoming workplace at all given times.

Smile Even
Over The Phone

People
often say that they can hear if someone is smiling through the phone. The
positive energy you have is transmitted through the tone and rate of speech.

Not Too
Warm Nor Too Cold

It
is easy to forget about small details such as the temperature, but the temperature can have a big impact on how your reception area feels. Set the AC to room
temperature to make sure your clients feel comfortable without their coats on,
and factor in the outside weather throughout the year to ensure the reception
area remains a relaxing and nice place to be.

Have
Friendly Employees

This
sounds super obvious, but a friendly and polite face to welcome clients can be
the most important factor when making a good first impression. Make sure that
your employees are appreciative and friendly to all clients, and that they are
experienced when it comes to correct procedures to follow when signing clients
into the office.

Keep Your
Desk Decluttered

This
is a great way to get rid of all the visitor books, move them out of the place
you hold meetings in and free up some space. Have only the bare essentials on
the deck. All you need for a meeting is a pen and a notebook.

You
can add small plants on your deck to make it look more homey and welcoming.

Use Their
Name

If
you want to get your clients attention at all times, all you need to do is say
their name often.

Using
your client’s name when you’re talking to them will get them to focus on what
you are saying for sure.

This
is super effective if you feel like they are dozing off. If you think that your
client’s mind is wandering, bring them back into the conversation by saying
their name.

Stay Calm

If
you are the person that is in charge of handling multiple clients at one time
and have several phones ringing at the same time, staying calm
throughout any situation is the key to providing the best assistance.

It
is okay to ask people to hold on while you find the answer to a tricky question
or deal with a really important task. Having them wait for a moment is
perfectly acceptable. You have to remember that you get to make rules and
manner in which things get done in your office, but you have to remain polite
at all times. By tackling the problematic situation, you have to make sure not
to let it rule you, you have to rule it.

Remove
Distractions

Distractions,
like ringing or vibrating phones or being interrupted by your workers, can be
annoying to a client and yourself. Go into a quiet and private area when you
have meetings and ask not to be disturbed. If you own a small business and have
dual responsibilities put your phone on silent and let it go to voicemail, and
then go over it when the meeting is done. By focusing on the client you assure
them that you have their attention.

Always Say
“Thank You”

Thank
each and every client at the end of a meeting. You need to let them know you
appreciate their business and that you want to see them again. They will more
likely return, guaranteed that their business is acknowledged.

It is just not enough to only plan your meetings ahead of time, but also you need to take care of welcoming your clients, you need to assure that your meetings go successful, accomplishing and that your clients feel welcomed. Starting off good by providing the best encounter for your clients will set the pace for the meeting to follow and future partnerships.

Photo credits: eOffice, Pexels

The post Fantastic Tips To Make Your Clients Feel Welcome in Your Office appeared first on eOffice – Coworking, Office Design, Workplace Technology & Innovation.

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