Hosting clients for a lunch can close the deal.
Do you have clients or prospects who do not respond to your phone calls? Do they always seem to be just at the brink of closing business, but never actually sign on the bottom line? If so, take them out to lunch. A sit-down meal in the neutral environment of a restaurant can be the tipping point to seal the deal.
Contrary to what you may have heard, lunch is never “just lunch.” Your demeanor and efforts to make your client or prospect feel comfortable and welcome speak volumes about who you are and what kind of business you create and represent. Pay attention to details to make a positive, lasting impression and help show your guests how important they are to you.
Make the Offer Convenient and Easy
Before you invite your guest to lunch, do some research. You want to choose a convenient restaurant that suits his or her taste and dietary preferences. Pay attention to matters such as availability of parking, time of day, ease of reservation, noise level in the restaurant and variety of menu items that suit different lifestyles and tastes. Choose several different times and dates when you will be available and offer these options.
Extend a Strong InvitationLock in a place, time and date immediately. Be specific in your invitation and give the reason for a lunch meeting. You might open the invitation like this:
“Hello, [name]. I would like the opportunity to discuss your business with you in greater detail over lunch and am hoping you can join me next [insert day and date] to discuss our partnership and begin to move forward on joint projects. [Restaurant name] is in your neighborhood, and I enjoy their lunch menu. Are you available at [time]? I will make the reservation in my name and, of course, the lunch is on me.”
If your invitee is unavailable at that time or date or seems unimpressed with your choice, offer your other options or ask him or her for suggestions. You may want to ask who else should be included in the invitation, especially if you know there is more than one decision maker, such as your guest’s boss.
Work out the Details
Check and double-check with the restaurant to be sure you are correct about parking instructions and time of reservation. Arrange in advance for the meal to be billed to your credit card. The check should not be delivered to the table.
Treat Your Meeting with Care
Once the luncheon is set, do not reschedule it or make any changes unless you have an emergency. Your word is your bond, and time is precious; your client or prospect wants to know you are someone who can be trusted to perform as promised. The business day before your lunch date, send an email or phone your guests with a reminder.
Prepare for Arrival
On the day of the luncheon, follow these simple rules to ensure it is a success:
• Arrive early to ensure the table arrangements are agreeable to you.
• Turn off your cell phone for the duration of the luncheon.
• Make sure any paperwork you need is easily available for quick reference or signatures.
• Greet your guests upon their arrival and make introductions.
• Stand and shake hands to greet each guest. If introductions are necessary, introduce your guests to your co-workers first and in the order of rank within each company rather than gender. For example, if you have brought your assistant with you (whether male or female) and your guest (male) arrives with the president of his company (female) and V.P. of marketing (male), you would first introduce your assistant to the president , then to the V.P. of marketing, and finally, to your guest.
Go with the Flow
Encourage your guests to read the menu and offer suggestions or ask them for suggestions if the restaurant was their choice. Avoid comments about dieting or food choices.
Fold your napkin in your lap with the folds facing outward, and it will be available to wipe your fingers. If you leave your seat during the meal, simply drape your napkin over the back of your chair. If the restaurant has bench-style seating, fold the napkin with the used side inward and place it to the side of your plate.
Stay alert to any needs your guests may have. Ask the wait staff for water or more bread. Being attentive to the details is a wonderful way to show how important their needs are to you.
Take it slow and do not rush to discuss business. Let the conversation progress naturally toward the reason you have come together over lunch.
Thank Your Guests for Their Time and
Ask for Their Business
As your meal ends, ask who would like dessert or coffee and wait for an opening to thank your guests for joining you. Say something like, “I am pleased you were able to join me today. Thank you for sharing your lunchtime; I know how busy a work day can get!”
Mention the decision you want them to make using a quick “Yes” or “No” question that encourages them to agree to the business. For example, “Shall I go ahead and schedule a shipment of 100 boxes of chocolates for each of your offices tomorrow morning?” or “Shall we sign these contracts now?” Make sure you have the necessary paperwork ready and a working pen handy.
Follow Up with a NoteFollow up with an email or snail mail note of thanks and a statement of your next steps in your business partnership with your guest (who, by now, has become a client).
Following these guidelines can help you make the most of your business luncheons and help you build relationships that add to your bottom line.
