Rules for Business Lunches

Lunch with a client, potential business partner or new colleague can often be more productive than an office meeting. Getting out of the office and off the phone creates an environment more conducive to relaxing and candid conversation.

Get the Invitation Right

When inviting someone to lunch, be respectful of his or her time and position. If inviting a superior you don’t know well, don’t risk being presumptuous–you might opt for suggesting coffee instead.

Who Chooses the Spot?

If you’re inviting, offer up some suggestions and let your guests pick. If they don’t care, it’s on you.  You don’t want to bring a vegetarian to a steakhouse. If inviting someone to discuss next year’s budget cuts, best to skip the meal at the most expensive restaurant in town.

If your guest choses the place, don’t forget to compliment her on the choice.

Time & Place

Get there early. Always know the set-up of the restaurant and make sure both the venue and your table are right for your objective.

Some people suggest that if the meeting is  a celebratory or casual lunch with people you knows well, get a a table in a central area, closer to the bar, where it’s typically more boisterous. If it’s a serious conversation and you need get something accomplished, look  for a quiet table in the corner.

When to Talk Business

Don’t bring up business until you have received your drinks and ordered your meals. Then, when business talk commences, frame the conversation around your guest. Ask about her business, what she’s working on and where she needs help. This will give you a clear understanding of context and provide a transition into explaining how you and might be of assistance.

Drinking?

If your company is paying, you should probably skip the alcohol. If your client wants to imbibe, let him order a drink. A good rule of thumb is to let your guests order first, so they’re not inhibited by your choice.

Handling the Bill

There is an art to handling the bill. You want to be graceful about it. When the check arrives, be nimble and reach for it swiftly–but keep looking your clients in the eye if they’re speaking.

Don’t stare at the line items with anything like shock or horror!  On the othher hand, if there’s an error with the bill, excuse yourself to talk to the waiter separately without making your guest feel uncomfortable.

When it’s time to pay, don’t disrupt the conversation, but make eye contact with the waiter so that he picks up your credit card quickly.

Turn Off Your Phone

Let me say it again, Turn off your phone!  Now is not the time to be checking your incoming email or texting your colleague. I’ve seen some people pick up their phones between courses instead of talking to others at the table. Turn off your phone. 

When To End the Meeting

Be sure to limit it to about an hour, but be flexible to the client's interests. If she wants to visit a little longer that is fine, but don't forget your other responsibilites at the office. The business lunch should never last more than 1 1/2 hours. If it appears to be prolonged, excuse yourself by acknowledging how enjoyable the lunch was and that you would like to get back to the client at another time. Get a specific date/time if possible.

Give Something for the Client to Take Away

It's best to leave them with something useful that will help them in their business, not just your business card; however if all you have is your business card, at least leave that with them. Simply say, "If you know someone who may need our assistance, please give him my card."

Better, yet give you client  an article, list, flashdrive that could be helpful for them. "I was thinking about your business before we met and I thought you might be interested in this article (list, idea,etc)." If you want to attach your card to it, that is fine, but consider the packaging of what you are giving them.

The more professional it looks, the more professional you look.

Follow up

If the client or potential client brought up a question, even if they did not ask you to answer it, it's a great idea to send them an answer or ideas on how to follow. At the very least, send them a handwritten thank you note for meeting with you.

Have Fun

Be yourself! You can accomplish much in a business lunches, but you shouldn’t lose sight of why they work so well: people are relaxed and have a good time. The more relaxed they are then they are likely to open up and make it easier for you to strengthen a business relationship.