Bussines Etiquette

Member of Group :
1. Kemal Muhammad Hanafi
2. Wahyu
3. Fredianto
4. Usamah
5. Bimo Wicaksono
6. Mas Ghuri Wiyono
7. Arianto Hidayat
Class : 3EB14
5 Tips for Meeting New Clients
The first meeting with a new client
is a lot like a first date. It’s a
chance to put your best foot
forward and lay the foundation for
a successful long-term working
relationship. Then again, a first
client meeting is also like a job
interview. You want to ooze
professionalism, inspire confidence
and thoroughly convince the client
that your potential
client’s money is in good hands.
We’ve assembled five essential tips
for making an excellent first
impression at a client meeting.
We’ll start off with something you
can do days before the meeting
While it’s important to update your
portfolio, iron your dress slacks and
practice your best “firm but
friendly” handshake, remember
that a successful client meeting is
all about listening. Get a head
start by “listening” to what the
client has to say on his or her Web
site and in the press. Keep reading
for more research and planning
1. Plan and Prepare
When preparing for the first
meeting with a new client, it’s easy
to get caught up in everything that
you want to accomplish. Depending
on your business, you might want
to sell the highest number of units
or set the design direction of the
company’s new Web site. But even
if you think you have the best
products and the best ideas in the
world, the only important opinion
is the client’s.
In the days leading up to the
meeting, do as much research as
you can about the client. Read the
company Web site from top to
bottom, paying particular attention
to mission and vision statements.
Companies put a lot of time into
crafting these messages, so your
pitch has to jibe with company
culture. Read recent press releases
and blog posts to understand what
the company is most excited about
right now. Then make a list of
questions that remain unanswered.
These might be useful at the
meeting to get the conversation
Put yourself in the client’s
shoes, says client loyalty expert
Andrew Sobel [source:Sobel]. What
are the client’s key business
concerns? What pressures might
the client be feeling in the
marketplace? Where does the
client want to go and how can you
help him or her get there? Keep all
of these concerns front and center
as you craft your proposal.
When it’s almost time for the
meeting, get everyone on the same
page with a well-written agenda.
We’ll discuss those on the next
Set An Agenda
A meeting without an agenda
is like an orchestra without a
conductor. An agenda sets the
expectations of the meeting,
establishes and orderly flow and
helps everyone understand his or
her roles.
A day before the meeting, e-
mail a short agenda to everyone
who’ll be in attendance. It doesn’t
have to be detailed. It can be a
spare outline or a simple bullet-
point list that includes the main
points to be covered and tasks to
accomplish [source:Entity]. This
might also be a good opportunity
to introduce your team members to
the client. Link to full bios on your
Web site or include a short blurb
about each team member, as well
as his or her job title and
responsibilities. Again, this will
help the client know what to
expect when you walk in the door.
Remember, though, that an
agenda isn’t written in stone (it’s
barely written on paper). Start the
meeting by addressing each point
on the agenda in the order you’ve
suggested. But if the client wants
to talk about the last point first,
let him or her do it. If the client
wants to talk about something
completely different, however, be
prepared to ditch the agenda
altogether. Again, the main goal of
this meeting is to listen to the
client. If the agenda doesn’t help
you meet that goal, scrap it.
Make a Professional Impression
The first meeting with a new
client is not the time to be
yourself. Instead, be your most
courteous, polite and professional
self. It starts with your clothes.
Even if you work at the most casual
office in the world, bump it up a
notch or two for the client
meeting. Skirts, slacks and ties
show that you take the client
seriously. So does arriving on time.
Never make the client wait!
Turn on the charm as soon as
you walk in the door. Be polite and
friendly to everyone you meet in
the office, from receptionists to
interns [source: Farber]. You never
know whose opinion counts and
who can be your advocate down
the line. If you come with other
team members, don’t joke loudly or
badmouth other clients while
waiting for the meeting to begin.
Show respect for your client’s
time and attention. Before jumping
into the meeting, re-establish the
time frame you proposed in the
agenda [source: Farber]. “Is two
hours still all right?” It’s a simple
act of professional courtesy that
speaks volumes.
If you want to maintain that
professional attitude, avoid the
following “don’ts”:
· Don’t eat during
the meeting, unless it’s a lunch
· Don’t answer your
cell phone. In fact, shut it off.
· Don’t text or e-
· Don’t whisper to
your teammates while the client is
Take Notes
Never forget that the main
goal of meeting with a new client
is to listen. It doesn’t matter if the
client is an inspiring innovator or a
complete bore — pretend that every
word out of his mouth is pure
gold. Make a show of taking out a
notepad or opening your laptop
computer to take notes. Columnist
Barry Farber, writing for
Entrepreneur.com, suggests that
you even ask, “Do you mind if I
take notes” [source:Farber]? Just
watch your client sit up taller in
his or her seat.
For most people, the easiest
way to take notes is to use
a computer. To keep your notes
organized, try to enter information
in outline form or at least bullet-
points under separate headers. If
you bring more than one person to
the meeting, have one team
member be the assigned note-
taker so the others can engage
more fully with the client.
If you’re the only person from
your team, be careful not to bury
your head in your computer while
the client is talking. Try to make
frequent eye contact and bounce
back supportive statements like
“Good point,” or “That’s important
to know.” If you have questions,
write them in your notes and wait
until the client has finished
talking to ask them.
Your work isn’t over when the
meeting ends. Keep the working
relationship rolling with a
courteous and professional follow-
up e-mail.
Send a Meeting Summary
The first meeting with a new
client is important — but
remember that it’s only the
beginning of a longer relationship.
Keep the momentum going by
following up after the meeting with
a short e-mailed summary, also
called a contact report . A contact
report accomplishes several
important things at once: It’s a
simple way to say thank you, to
recap what was discussed, and to
propose some next steps.
The contact report should include
the following information:
· Name of project
· Date of meeting
· Team members in
· Bullet-point list of
what was discussed
· Next steps: what
will be accomplished next, who will
do it, and when it will be finished
[source: Entity]
If the meeting was with a
potential client, this would also be
the time send along your price
quote. The price quote is only an
estimate of actual costs, but it
should be as detailed as possible.
Along with standard services and
billing rates, include optional
services and their prices. Make it
clear — in a polite and professional
way — that the work cannot go
forward until the client signs the
price estimate.
Japan Business Etiquette Tips
With the second largest economy
in the world, Japan is a major
economic power in these modern
times. As such, it’s one of the first
countries where business people
work to establish partners, develop
new clients and build a network of
Japanese colleagues.
In this process of building
Japanese business relations,
practicing proper business
etiquette is vital, as one wrong
step could offend your potential
colleagues and cost you a lucrative
business venture.
However, by taking the time to
learn Japanese business etiquette,
you will demonstrate your respect
for your colleagues and show them
your skill and finesse in the
business world.
Proper Japanese business meeting
etiquette is particularly nuanced
and, in some respects, differs
significantly from business
etiquette of other Asian countries.
Here are some Japanese business
etiquette tips to help you
appropriately interact with your
foreign colleagues:
· Avoid abrasive language, as
the Japanese tend to value
and trust business people who
present themselves as
compromising, appeasing and
humble. Being confrontational,
openly disagreeing with
someone and/or putting
people on the spot are
considered rude and will make
a bad impression on your
Japanese colleagues.
· Be prepared for direct
questions , such as “How much
money do you make?” or “How
old are you?” Japanese
business people tend to be
direct in their questions in
familiarizing themselves with a
new person…
If you are not comfortable
giving a direct answer, find a
gracious way to deflect and try
not to show offense, as such
questions are commonplace
and are not considered rude
in Japan.
· Exchange business cards at
the beginning of a meeting .
Be sure to have aJapanese
translation of your card on the
flipside, as this shows your
respect for and desire to do
business with your Japanese
colleagues. Bow slightly when
handing out your card, and be
sure to hand it with the
Japanese translation facing up
and toward your colleagues so
they can easily read it.
· Do you
need Bilingual Japanese
Professionals for your
Company? Visit Foreign
Staffing, Inc
· Take time to read all
Japanese business cards
before putting them away .
The way you handle a
Japanese business card will
show your colleagues how
much you value your
relationship with them. As a
result, NEVER quickly shove a
card into your pocket or
briefcase. Instead, read it over
attentively and only then
carefully put it away.
To impress your Japanese
business colleagues, ask how
to pronounce their names (if
applicable) and try to refer to
the cards (which you can also
place neatly in front of you)
during the meeting.
Other helpful etiquette tips for
Japanese business meetings
· Bring a Japanese
translation of all informational
company documents, as this
will establish your legitimacy
and credibility.
· Bring some of your
colleagues with you unless you
are prepared to field all
potential questions that
foreign associates may have.
· Don’t be alarmed if your
Japanese colleagues go silent
(and close their eyes), as this
shows they are thinking
critically about something.
· Hire a Japanese
interpreter if you aren’t fluent
in Japanese, as this will
indicate that you are willing to
go the extra mile to do
business with your Japanese
Many rules of Japanese business
etiquette are shaped by the values
that the Japanese highly respect.
Values that Japanese speakers
honor include:
· Certainty and structure
· Collectivity and team work
· Loyalty
· Respect for authority
Sources :
japanese-business etiquette/


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