Take Your Client Lunches From Awkward to Amazing With These 4 Adjustments

Client lunches are a staple of business development and crucial to future success, but they can feel stiff, unproductive or even awkward.

Actionable adjustments can help transform these meetings into engaging, productive and relationship-building experiences.

1. Prepare

Preparation is a key tool for client lunches — 72% of consumers want businesses to know their preferences. Clients respond positively to brands that take an interest in them and make them feel special. Personalization matters. Whether a client is buying from or investing in a business, they want to know that the company leaders know them and have done their homework.

Research the client to understand their industry and personal interests. Then, find common ground in their likes and preferences. If they are an existing client, use notes about them that colleagues may have gathered from previous interactions.

Before the meeting, confirm the logistics. Double-check reservations, dietary restrictions and timing to ensure the chosen restaurant represents the company’s standards and the client’s preferences. Ensure the client knows the lunch is on the company, and take authority in choosing a professional, quiet venue with great service.

Come prepared with two to three discussion topics ready to steer the conversation. This will show preparedness and ensure an engaging discussion.

2. Break the Ice

Knowing a client’s likes or dislikes will make it easier to break the ice. Initiate the conversation by asking about something they like or their choice of food. Initiate the conversation to engage the client and avoid awkward dialogue.

Take a personal approach by asking if they found the restaurant easily or if they have eaten there before. Begin the conversation with a personal or funny story. Humor is one of the best ways to lighten the mood, relieve stress and start a conversation.

Ask open-ended questions to encourage storytelling with prompts like, “What’s been your biggest win this year?” While conversing, focus on learning more about the client or their business.

Listen actively to show genuine interest in the client and avoid dominating the conversation. About 65% of someone’s communication is unspoken, so show active listening with an attentive posture and consistent eye contact, which communicates empathy and fosters connection and understanding. It is the host’s responsibility to ensure the conversation does not fade.

3. Navigate the Meal Professionally

Etiquette and professionalism are essential for a positive and productive lunch with a client. Good manners and dining etiquette help keep the focus on business, and they are a visible signal of manners, which can impact how the client views the larger company.

Do not order messy foods that are difficult to eat or hold. If a stain does occur, act quickly. Be prepared for mishaps like this by carrying a pack of tissues or a handkerchief. In the bathroom,  blot the stain with a clean cloth and rinse it with cold water. Blotting — rather than wiping — helps remove excess liquid and avoids spreading the stain or rubbing it in further.

Always be aware of table manners. Napkins should be placed on the lap to avoid stains. More than half of Gen Z diners do not think table etiquette is necessary, and 32% of people don’t consider manners at the table at all. However, most people dislike open-mouthed chewing or people picking food off their plates without permission, so table manners are still essential, especially in professional settings.

Phones should be kept off the table or placed face down to ensure they do not cause a distraction. It is important to give the client undivided attention. Placing the phone face down indicates to the client that their time and energy are respected. It also helps build a stronger rapport and relationship.

Consider the peak-end rule when meeting clients for lunch. The rule says that people evaluate experiences based on how they felt at the peak or most intense moment and at the end. The client may not remember everything, but they will likely remember the highlight of how they felt and the final result. The host’s job is to ensure the client’s peak and end moments are positive.

4. Turn the Lunch Into a Business Opportunity

Try to guide the conversation toward business subtly. The client may mention it first, but if not, subtly mention it without pushing the topic. If it is challenging to maneuver the discussion toward business, time a professional pitch by waiting for a natural lull in the conversation.

Once the client’s attention is on the business, mention the positives and mutual benefits. People are inclined to listen when they actively benefit from something, so point out how the business or service will help them and focus on collaboration over sales.

Frame discussions around positivity and use professional, industry-specific insights to connect how a particular process will lead to a desired outcome. While the focus is on business, the choice of restaurant and dining etiquette still matter. Actions indicate a company’s level of professionalism and how they conduct themselves, so if the client is impressed with the restaurant and conversation thus far, there is a higher chance they will trust a business proposal and consider a company worthy of their time.

After eating lunch, breaking the ice and sharing business goals, end by thanking the client for taking the time to meet. Acknowledge enjoyable moments of the conversation and offer a clear action item, like a follow-up meeting or phone call. If the client agreed to a business deal, then give them a date to expect a letter or email. Try to follow up or send the quote on the same day or as soon as possible to keep the lines of communication open.

Mastering Client Lunch Strategy

Client lunches do not have to be daunting — it is an opportunity to break away from the office while still being productive. When preparing for a client lunch, consider that they may also be nervous and it is the host’s job to ensure everything runs smoothly, from the reservation to parting ways at the end of the meal.

Take the time to get to know the client because the time spent understanding them may be the investment that keeps them. Brush up on dining etiquette and be prepared for any mishaps. Client lunches can be excellent with the proper planning and execution.