Make a good first impression at a business meeting

Feeling the pressure to make a great impression at your next business meeting?

You’re not alone.

In this guide, we’ll explore simple, effective ways to help you connect with clients and leave a lasting impact.

Ready to walk in with confidence?

Let’s get started.

Here’s a quick summary:

Key aspect	Summary
Nonverbal cues	Stand tall, make relaxed eye contact, and offer a firm, well-timed handshake to convey confidence.
Body language & mirroring	Align your posture with your client’s to build rapport and connection naturally.
Appearance	Dress appropriately for the setting, ensuring your outfit fits well and reflects professionalism.
Bag or Briefcase	Opt for a clean, minimal, high-quality bag or briefcase to signal preparedness and attention to detail.
Communication	Keep your messages concise but meaningful. Strategic pauses enhance impact and convey confidence.
Empathy & listening	Show true understanding by actively listening to client concerns and responding thoughtfully.
Asking insightful questions	Ask targeted questions to uncover key client needs and address unspoken concerns.
Time management	Be flexible with the agenda but focused on client priorities. End meetings early if everything is covered.

Crafting the perfect entrance: The unspoken power of nonverbal cues

Your nonverbal cues communicate much before words are exchanged (source).

Posture, facial expressions, and even subtle gestures convey more than we often realize.

Research shows that much of communication is nonverbal, meaning that a client’s instinctive reaction often occurs before logical judgment.

Mastering this nonverbal dialogue can give you an undeniable edge.

• Body language mastery: Merely standing tall or making eye contact is not enough. How you make eye contact matters—too intense, and it may feel domineering; too brief, and it may seem evasive. Aim for sustained but relaxed eye contact. Leaning slightly into the conversation rather than sitting stiffly signals interest and focus without appearing too forceful.
• Subtle mirroring: Adopting your client’s posture or gestures can build connection. This can foster empathy and understanding. For instance, if they sit back, a brief moment later, adjust your posture accordingly. This behavioral alignment helps create a sense of comfort.
• Fine-tuned handshake: Consider the timing of your handshake. Offering it while maintaining eye contact sets the right tone of openness and respect. Too early can signal eagerness; too late might seem dismissive.

Your clients are assessing not only what you say but how you carry yourself. Every nonverbal cue contributes to their perception of your capability and reliability.

Tailor your appearance: Dress to reflect your professional identity

Your clothing choices communicate much about how you value the meeting and how you view the client.

It’s not just about aligning with business norms, but about showing a nuanced understanding of the setting and your client’s identity (source).

Behavioral studies reveal that clients tend to trust those who seem aligned with their expectations.

• Strategic dressing: It’s about curating a polished image that aligns with the message you wish to convey. Choosing muted tones for negotiations, for example, signals calm control, while a brighter palette during a creative pitch adds energy. Ensure your clothing fits impeccably, as poor tailoring can indicate a lack of attention to detail.

Carrying the right bag or briefcase

The accessory you bring is often an overlooked yet important part of your presentation. Beyond being functional, it reflects how prepared and organized you are.

• Simplicity matters: Carrying a bag that is clean and minimal communicates focus and efficiency. A bulky or overloaded bag can convey that you’re overwhelmed or unprepared. A sleek, understated briefcase suggests that you have everything you need—nothing more, nothing less.
• Material and quality: The texture and material of your bag can also send subtle signals. A high-quality leather bag conveys success and attention to detail. Choose full-grain leather if you want a bag that’s going to look professional for a long time, as it’s much more durable than cheaper alternatives.

We really like the full-grain leather briefcases made by the brand Von Baer, particularly the ones made from their new “Italian Cuoio Superiore leather”, such as the “No.1” (pictured above).

As they are vegetable-tanned, they’ll develop a beautiful patina over time.

They were also recently reviewed on Desmond Wong’s Youtube Channel:

 

Your attire and accessories speak before you do. The smallest details can make a lasting impact on how clients perceive your professionalism and preparedness.

Speak with purpose: Clarity and precision over lengthy narratives

In meetings, your ability to communicate clearly reflects the strength of your thinking. Clients don’t want lengthy explanations—they want focused, direct answers that demonstrate competence. While delivering polished presentations is important, true leaders excel in conveying complex ideas with brevity and precision.

• Concise yet comprehensive: Master the skill of reducing a complex idea to its core while maintaining all necessary information. When a client asks, “Why should we choose your approach?” don’t rattle off a list of features. Instead, focus on how your approach directly addresses their key concerns and goals.
• Strategic pauses: After making a key point, pausing briefly allows your words to settle in, giving clients time to absorb your message. This subtle technique conveys confidence and gives the conversation room to breathe.

Clients form opinions not only by what you say but how effectively you communicate. Each word should be intentional and impactful.

Show empathy: Focusing on client needs

Empathy in a business setting goes beyond simply understanding emotions. It involves showing that you understand the client’s goals, challenges, and market pressures.

The difference between a supplier and a trusted partner often lies in how deeply you understand and connect with their concerns.

• Listening carefully: True listening involves picking up on unspoken concerns or underlying issues. Rephrasing your client’s concerns back to them ensures clarity and shows that you’ve fully grasped their challenges.
• Observing client cues: Being observant also means picking up on environmental and behavioral cues. Is the client running a lean team? Emphasize efficiency. Are they fast-paced and growth-oriented? Highlight future scalability.

Clients don’t just need someone who listens—they want someone who truly understands their priorities and adapts accordingly.

Engage with confidence: Asking the right questions

Success in meetings often hinges as much on the questions you ask as on the answers you provide.

Asking the right questions demonstrates insight, uncovers additional client needs, and directs the conversation toward areas where you excel.

• Direct the dialogue: Ask specific questions that highlight key concerns, such as, “How have your current systems impacted your team’s efficiency?” or “What does success look like for this project?” These questions demonstrate your proactive thinking and focus on outcomes.
• Addressing unspoken concerns: Clients may not always voice their hesitations directly. Ask open-ended questions like, “Is there anything that you’d like to clarify before we move forward?” These questions invite transparency and allow you to address concerns early.

Asking insightful, targeted questions not only uncovers valuable information but demonstrates your expertise and foresight.

Time management: Respecting their schedule, and yours

Effective time management during meetings signals professionalism.

Rambling explanations or unnecessary tangents waste both your time and your client’s.

Being able to manage time well demonstrates that you can deliver results efficiently, a quality that clients value.

• Adaptive agendas: Rather than adhering rigidly to an agenda, be flexible. A well-structured but adaptable meeting plan allows you to focus on areas that interest the client most. This flexibility shows you are prepared to pivot while still keeping the conversation structured and focused.
• Early endings leave a strong impression: If you’ve covered all key points and reached a resolution, there’s no need to stretch the meeting. Concluding early, while still addressing everything thoroughly, leaves clients with a positive impression of your efficiency.

Mastering time in meetings is as much about focus as it is about respect. Clients value partners who can achieve clarity without wasting time.

Summary: Making a lasting impression

A successful business meeting involves far more than just delivering a well-prepared pitch.

The way you present yourself, how you communicate, and your ability to adapt to your client’s specific needs all combine to create a powerful, lasting impression.

By refining these skills, you will distinguish yourself as a professional who is not only competent but also deeply attuned to the subtleties of effective business relationships.

Every element of how you conduct yourself—whether through communication, appearance, or empathy—reinforces your professionalism and trustworthiness.

18/09/2024