When you work with clients, they want to feel like their time is well spent. Whether it’s a meeting or just an informal visit to your office, there are some key things that will help you make a good impression and build rapport so they’ll come back again.
It is apparent that you want them to feel well-treated and their time is being well-spent in your company. Here are fifteen things you can do to provide the kind of client service that will make them want to come back again:
1. Plan their transport to your office:
Let them know how to get here. Make sure the office is accessible by public transport and has an easy-to-find street address so they can find it easily. If you have a special client, then make sure to plan a luxurious limousine service for them. You can get more info here. Contrarily, if the clients are traveling by their private car, then provide them your office location with relevant details so that they can have a hassle-free commute.
2. Be ready for them when they arrive:
Have someone who knows how to greet visitors waiting at your door as soon as they enter the building; this way, there are no awkward pauses while everyone looks around trying to figure out how things work in the new environment!
3. Have an introduction session:
You can introduce your visitor to the people they will be meeting with and how their day is going to go. Now that you’ve introduced them, take a moment to step back so everyone can shake hands. This way, it’s clear what introductions have been made and who should speak first when multiple conversations occur at once. If this is an informal visit where they’re simply looking around before deciding whether or not to give you work, then introduce them to all of your employees as well!
4. Have something for visitors if they get hungry during their stay:
It might sound like common sense, but sometimes we forget about how much time clients spend touring our office while waiting for meetings and interviews. Getting some eatables lined up like tea or coffee with fresh fruits or snacks will give them a chance to enjoy something while they’re waiting.
5. Be a good tour guide:
Your office must be organized to show how much work goes into what you do on a daily basis and make it easy for them to understand the processes involved in running our business. Whether they visit you as potential clients or just as friends, this will help them feel like more of an insider after their time with your company.
6. Check out how others have done things before starting from scratch when designing their space:
There are plenty of examples out there online which feature designs other offices have created over the years, so don’t hesitate to take some inspiration from them! You want visitors who walk through your doors feeling engaged and excited about what lies ahead rather than uninterested and bored. Your office should be well lit, with plenty of natural light from a window or skylight in order to make it easy for visitors to navigate the space while feeling comfortable.
7. Prepare a list of topics to discuss with your client:
You don’t want to stay confused during a meeting. You will need to know how you want to frame the conversation and what aspects of your company you are proud of so that when they ask questions, it’s easy for you to answer them confidently. Try to create a comprehensive list of topics so that you can refer to them if you feel like the conversation is starting to lag.
8. Time management tips:
When we’re nervous, time seems to pass by much slower and can even seem as though there’s no end in sight. To combat this feeling of being stuck indefinitely with a client, take out your phone or ask how they would prefer for you to keep track of how long their visit lasts so that both parties know when it’s over. Meetings should last between 45 minutes and an hour at most!
9. Make sure your business cards are up-to-date:
Although the world has turned digital, you need to have your business cards with you at the end of the day. Ensure that they’re up-to-date and impressive enough so that the client wants to keep it in their pocket and pull it out at a moment’s notice.
10. Invest in some good office supplies:
The last thing you want is for your desk to look messy because that can make clients feel like they’re not valued when they enter your space. Get some nice pens, paperclips, sticky notes, and other items so that everything looks neat!
11. Dress professionally:
Wear a suit if you have one, or dress in nice clothes that fit well and show how professional you are. Also, ask your employees to dress how you would like them to dress so that clients see how well everyone is treated.
12. Bring your “A game”:
When meeting with a client in their office, bring all of the documents or information they’ve requested and make sure it’s up-to-date! If there are specific questions about how your company operates (i.e., how many employees do you have?), be ready with an answer for everything just in case the client asks more detailed questions later on during the visit.
13. Let your clients talk:
Give them time to talk about themselves and what is important to them as part of the meeting, and how you can help. If you keep on talking about how great you are, they’ll be less likely to want to work with you.
14. Build rapport:
Connect your clients with other people in the office so that when they come back for another meeting, the person on hand will have a history of their interests and how well you all know them, which may even lead to referrals later on!
15. Provide something visually stimulating:
If clients are coming in before lunch or after dinner, and especially when meeting at night (i.e., after work hours), provide a snack like fruit, even just popcorn! This will keep their energy up during the visit, which makes clients more sociable and less likely to leave early feeling hungry. Or try getting creative with water bottles – label them as “Hydrate Yourself!” or create labels with catchy quotes.
Every client visit will have a different purpose, but these are some tips for how to make the most of your time with them.