How your business client is treated throughout their visit, can tell a lot about you and your business. Whether it is the office, restaurant, bar or any other location you want to give it the highest level of service and hospitality. You want to make your guest feel happy and comfortable.
Meeting and greeting
First thing to consider is reception. It is often the first place your guest will see and meet people. Ensure the receptionist desk is neat and organised. Confidential documents should be kept out of sight. Ensure, the reception is not left unattended when waiting for a guest to arrive. Last thing you want is to make the person angry waiting in a lobby.
Have they arrived and receptionist has contacted you about it? Go and welcome your guest, make eye contact and smile. No guest should ever feel like they are interrupting you.
If they came little too early, offer them a seat in the reception area or conference room. But do not ask them to go there themselves, guide them, put the lights on, make sure they have wi-fi, drink and offer to take their coat. Always offer a drink and have reading materials, preferably about the company on a coffee table. This can include business magazines, day's newspaper or the organisation's annual report.
When asking to take their coat place it over your arm. If someone is caring a wet umbrella keep it in the umbrella stand in the reception.
Beverages
Water, sparking or still, coffee, tea or other beverages should be available before the meeting.
Water is served in a glass. If you have bottle of water on the table, always put glass next to it. Always fill the glass halfway and never up to the top of the glass. The glass should be placed on a paper napkin or coaster. No more than three cubes of ice in a glass please. Have lemon or lime wedges available on a bread plate. Follow the same guidelines when serving soda.
Coffee should be served with a teaspoon. Fill cut three quarters and leave room for milk or cream. If the guest asks for black coffee, fill in the cup little higher. Coffee mugs should be placed on a napkin or coaster. For iced coffee, placed wrapped straw next to the glass, not in the glass.
In regards to tea, you should always ask how strong the guest would like it. If you are using a teacup, remove the bags before pouting the tea.
Avoid drinking more than a coffee, tea or glass of water at a meeting. If you decide to bring some snacks, make sure its not too messy or noisy. Make sure there is enough glasses, plates and napkins for everyone.
Be prepared
Be on time and organised. Attend a little earlier to set everything up. Make sure that you are well prepared for any meeting. Know about the topics being discussed. Bring a pen and notebook. When making notes, write legibly so others can see your writing if you need to share them.
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f you are using a laptop to make notes, do not check and start answering your e-mails on a meeting. You should not take your notes on your cell phone. People may think you pay a game or searching Internet.
After work
If you are planning to spend time after work, its a great opportunity to connect with others and new relationships. Holding a drink will make you look more approachable. And it doesn't have to be an alcoholic drink! Hold it with your left hand, so that you can greet and shake others hand with your right one. Set your own drink limit as you do not want to embarrass yourself.
On cocktail parties. do not eat nuts, olives and snacks with bare hands. Place the food on a cocktail napkin or place first. If there is a dip with any appetiser scoop a sponful on the lower area of your plate. Stick with items that can be eaten with one or two bites maximum. Avoid flaky, messy and greasy food.
I hope these information and tips will give you more confidence when preparing for an important guest. Remember, you are the host and should ensure they feel happy, comfortable and welcomes. Be positive, show good manners and be prepared. Success is guaranteed!
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