How to make a great first impression when welcoming clients to your office

It’s true that first impressions matter and that you only get one chance. Clients only need 50 seconds after seeing your office to determine what they think about the place. From then on they can decide if it looks attractive, welcoming, or professional.

Making your clients feel welcome is the first step to ensuring your business thrives. It’s a tool that will help you survive in today’s competitive market. For this purpose, we’ve discovered so far that it doesn’t cost much for you to achieve a good first impression.

Here are some techniques to help you make a great first impression when welcoming clients to your office.

Pay attention to everything

Ever heard the tag that “it’s the little things which matter the most?” Paying attention to the publications in your reception area or office is important. They are probably outdated and you haven’t noticed. Clients however may notice and laugh at how forgetful you are. Is the reception area so boring that it just sends clients away?

There’s so much to look at in an office and how it impacts clients. Remember their experience begins even before they set foot inside the door. Switch things up by offering refreshments such as tea or water for whoever walks in. or maybe leave around the latest magazines that they could be reading as they wait.

Wear a smile

Many business owners strive to sell their services and products while ignoring the fact that this is only part of the value proposition. When clients come in they expect to buy a product that includes the customer service experience. You wouldn’t want them to simply buy and never return. To create a first impression that will have clients coming back, you will have to start smiling. Smile when they walk in, as you converse, and even when saying goodbye. Keep in mind that people are more willing to do business with someone happy.

Outsource to a facilities management services company

A dirty and messy environment screams out to clients that you don’t care!

You’re probably too busy working to notice the dirt and clutter which has piled up. Contracting a cleaning services company to clean your office will not only keep them clean but also presentable at all times. Correspondingly, this will rid you of the stress and pressure of worrying about clients judging you negatively based on the way your office looks.

Office cleaners are trained to take care of everything such as clutter, mess, and dirt build-up. A lean space will also ensure that people aren’t cut off or dissuaded from doing business with you because they saw some dirt.

The office space, however, should be cleaned regularly to maintain a pleasant environment.

When clients seat or are welcomed by a place that looks and smells nice they’ll naturally feel welcome. Your very own employees will feel more valued, too, which means only positive business interactions will happen.

Remove distractions

A work environment that’s always buzzing with ringing phones and interruptions is a disruption to clients.

Personal and work-related conversations aren’t for them to hear. What you need to do is find a private area or room where calls can be taken. You want your clients to step into an office that demonstrates a conducive environment. They will love it and even tell whoever cares to know. In case you have no choice but to take a call, set the ringtone to silent mode.

Get to know your clients

Clients feel special when they notice that you know all about them. Getting to know them doesn’t require much.

When you’re referring to them, ask them by name. Go as far as finding out what their hobbies are, what their favourite food or drink is, and ask them about one when next they come back.

Or maybe discuss with them about current happenings in the local area and listen to what they have to say. These small pieces of information are what create a lasting bond between a client and a business.

Remember to say thank you

How often do you say thank you to clients? A quick way around this is to remember how often you’ve felt bad because someone forgot to say thank you. Unquestionably, you may have said something like, ‘he could have at least say thank you!’ saying thank you matters to clients and lets them know that they matter and that you value them. Follow the rule that says treat your clients the way you’d like to be treated.

Provide an employee break-room

Other than letting employees lounge around the entrance, it’s a better idea to create a break room where they can give privacy to clients who come in. Make it a rule that no one is allowed to huddle near the entrance. It’s also not a good look if clients keep bumping into employees at the entrance – worse still if they’re smoking or vaping.

However, if the entrance is always free they’ll feel comfortable coming in, that’s a great first impression.

Keep communicating

It’s important to keep communicating with clients even after you’ve closed a business deal or if they bought a product. If you’re sending an email, do it promptly and make sure to address each client by their name. In addition, get into the habits of sending monthly or quarterly newsletters or announcements concerning your services and products.

Use social media to your advantage to keep clients in the loop. They will be glad that you’re paying attention to their concerns and opinions. One other thing is to allow them to comment on blog posts and articles.

That way you receive feedback and help improve your business.

Wrapping up

Without a doubt, practising these little steps are a sure way to making a great first impression when welcoming clients to your office. Constantly communicating, securing the entrance, smiling, coupled with saying thank you will leave your clients impressed. Need a hand with cleaning or workplace design services? Depend on Precision Facilities Management – call us on 0116 366 6508 for a consultation today.