Your office is an extension of the branding that your company does. If it doesn’t align with how you want to be perceived by others, then it won’t work in your favor at all. Moreso when you’re getting clients in and out of your office.
You want to make a good impression. Who doesn’t?
However, you might be thinking that you don’t have the budget to do a complete revamp HGV-style in your office space yet. This is the reason why you didn’t make your office space feel as welcoming as it could have been, given the time and care and effort that you could put into it.
Luckily, you don’t have to go all out just to make your office space welcoming to your client base. Simple changes are a great start, and you can go from there.
On that note, here are nine simple ways to make your clients feel more welcome when they’re in your office:
Have someone greet your client
A great way of immediately impressing a client is by having someone right by the entrance, greeting them.
Nowadays, having a receptionist or concierge is common among offices and commercial centers. However, not every company has the capacity to add a receptionist’s desk or hire one. But just because this is the case, it doesn’t mean that you can’t have someone to greet your client.
A great impression will be if higher-ups or the right employee that they have been in contact with most often is there to greet them first. This not only gives them a warmer welcome, but they will have their guards down since they’re with someone they’re familiar with.
Address them by name
Another simple way of making your office feel more welcoming is simply by getting into the habit of calling them by their name.
Instead of honorifics, it’s better to address them by name so that you are sure that you’re getting their attention when you call for them. At the same time, it can make them feel like you are paying attention to them.
The changes in the office don’t have to be physical for you to be able to provide a warm welcome to your clients. Even this simple act alone is a great way to welcome people.
Train your employees
A big part of making your clients feel welcome in your office is making sure all of your employees are informed that they are coming to the office.
Your employees should be able to know who are the visiting clients, the purpose of their visit, as well as the person they intend to meet. That way, they will know to best assist and welcome the client.
You don’t have to get everyone all tensed when a client is visiting, though. All you have to train them to do is to be friendly and make sure that they smile. Have eye contact with anyone in the office.
Your clients will not only appreciate how every employee is courteous, but this is also something that your employees can hone to contribute more to the company.
Provide self-serve refreshments
Another great way to welcome guests in your office is by providing snacks and drinks. If they are too shy to ask, make sure that you prompt them to feel free to take any snacks in your counter.
After welcoming your clients into the office, your next step should be to offer some refreshments because it’s a great way of getting them to relax in your presence and your office.
This is especially important if what they’re there for is bound to take them a while.
Make sure your pantry is stocked up and that someone is in charge of the snacks too.
Make your office as inviting as possible
Although gestures are a great way of communicating to your clients just how you operate your office, it’s also crucial that you invest in making your office look as inviting as possible.
After all, your guests tend to see your office first before they even get to talk to you. So make sure that your office shows the best parts of you and the work that you do.
Having a neat and tidy reception area is a great start. The reception area should have a place where they can comfortably sit and lounge on while they’re waiting. Some magazines in the reception area are also a good idea.
Provide clear directions
While it is common sense for a person to proceed to where the entrance it, it might not be the same for your visiting clients. Moreso if they seldom visit your office.
Therefore if your client is planning on going to your office, make sure that you give as clear a direction as possible.
If they get frustrated about trying to look for your office, then it’s already starting your meeting badly.
Make sure you already have a clear direction speech or script so that if they ask for directions, you already know what to say, and you’re consistent about it.
Take a genuine interest in your clients
“Fake it till you make it” doesn’t always work.
When it comes to creating a warm welcome for your clients, you should make sure that you express genuine interest in what your client has to say. Don’t only think about getting the meeting over with.
When a client can feel a genuine interest in their business from you, then they are more likely going to have a stronger business relationship with you.
When you’re meeting a client, make sure that you are entirely devoted to taking care of their needs while they are under your care.
This means that you should set your phone on Do Not Disturb or let your co-workers know that you have to deal with a client. So if they see you with someone, they shouldn’t just casually go up to you.
Always say “Thank you”
Once your clients start to leave the office, it doesn’t end how warm your welcome becomes. Instead, this is the best time to say, “Thank you.”
Don’t only focus on the goodbyes. Thank them for their time and attention before getting them on their merry way.
If your clients feel welcome in your office, then they are going to want to work with you more. This explains why it’s a worthy investment to train your employees and upgrade your facilities to have a great office.
Remember to make each moment personal for your clients so that it’s much more memorable for them. You’ll find that being welcoming isn’t only polite, but it is also good for business.
About the Author – Raymond Chiu is the Director of Operations for Maid Sailors Commercial Cleaning Service New York. Maid Sailors offers its customers unrivaled office cleaning services that can address even the toughest cleaning needs. Matched with affordable prices, Maid Sailors is your best partner in helping you turn your office into a work-friendly workplace.