Nothing is more embarrassing to you or your organisation than an introduction gone wrong at a business meeting. Whether you are meeting someone in person for the first time, or sitting down for another round of discussions, consistent business etiquette is key to maintaining relationships and increasing your bottom line.

A former foreign business client of mine (let’s call him Jeffrey for the sake of anonymity) lost a business deal worth US $450,000 with another foreign company after taking a face-to-face meeting. Why?

He was focused on pitching his services and product to the customer rather finding a solution, having a conversation and asking questions. Yes, I know the focus is to make money, but what about that relationship? It’s safe to say that Jeffery never did business with that company again.

We have all won and lost business for our organisations in the past, whether with local or international clients. It may not have been because of a failed meeting, but at the very least, we would like to get that one right. Over time, I have discovered some often overlooked business behaviours and etiquette standards that not many people practice.

The Proper Introduction

You want to make a good impression; to your boss, at your first business meeting or with your office colleagues. State your full name. Let them know who you are in an assertive yet polite manner. A handshake still goes a long way – make sure you are standing when you do it. Based on a Harvard University’s Study of Communication, 55% of people judge you based on visual cues, 38% judge you by how you sound and 7% judge by what you say. Image that! 100% of how people judge you is based on that first interaction.

Learn more about Business Protocol courses and training.

Choose Your Meeting Place Wisely

Try to do some research on your client. Show some consideration about their eating habits when you propose a meeting times. You can’t assume that they eat the way you do. Dietary concerns are a huge deal - treat it as such. Not sure about where to take them? Ask! At the very least, it would show them you had the foresight to plan accordingly so they wouldn’t be surprised upon arrival to the meeting. You automatically set an expectation and taken one point of worry off their mind.

Balance your Choice with Theirs

A business lunch, whether in a restaurant on site, is not an opportunity to go all out and splurge on the most expensive meal. Let your guest order first, then match your meal to theirs; in price that is. Maybe the range of options are too great. Customise the menu beforehand based on their preferences.

No Phones Allowed

We have a habit of taking out our phone, placing it on the table next to us and glancing ever so often at it for an incoming call or message. Trust me, they know when we do it. Show them that this meeting is the most important thing on your agenda. Let them own your time. Focus on what they have to say and not on that score line from last night’s game.  Keep your phone in your pocket or the car if necessary.

Show Genuine Interest

Focus on them. This means listening, understanding and replying when prompted or necessary. They are there for your help or collaboration, not to tell a story for which you have nothing to offer. The only way you can provide your help is to know what they want or need.

Avoid the Controversial 2 Topics

Trinidad and Tobago, and by extension the Caribbean, is a place where religion and politics are unavoidable in conversation. Let’s be clear: they have no place in business. Do your best to avoid any conversation that involves either of them. Having differing views creates tension, even if it is not evident during the meeting. Having a similar view can become a tangent or distraction. Keep the focus on the subject at hand: how you can solve a problem for your client or collaborate with a partner.

Don’t Forget Your ‘Please’ and ‘Thank You’

It’s always nice to show you have manners, even if not directed toward your guest. You get the bill from the waitress or waiter? Say thank you. You request an extra knife or fork? Say please. It’s always good to remember your clients are forming their opinion of you throughout the entire experience.

N.B. Try not to say please and thank you to your client too much though. You don’t want them to think that you need their business or that you are extra grateful. That will show in how you listen and express your solutions.

Etiquette is a constant learning and application process. You can never go wrong with having an arsenal of advice to practice, whether you are looking for a few extra tips on business protocol or you are wanting advice while planning a dinner for your boss at his next meeting. 

You never know who your next meeting will be with; a budding politician, you next job interview or a million-dollar international client. Having proper business etiquette and creating a positive lasting first impression goes a long way to closing or losing the deal, job or the relationship.