It's said that you rarely get a second chance to make a first impression. The statement is as true today as it was when it was first said. Your initial impact on business contacts online will leave a lasting impression, so make your initial impact magnificent.

Before you open your mouth, the person standing before you will quickly review your appearance and demeanor, and make an instantaneous value judgment based on what he or she sees. You may be exceptionally competent, capable, intelligent, educated and efficient, but if you don't look like a professional, your credibility will suffer.

When meeting a client for the first time, look as professional as possible. Basic squeaky-clean guidelines are a given, of course – face, hair, hands, nails, clothes and shoes. Leave the sweats and shorts at home. It isn't necessary to dress as though you are attending an afternoon tea, but do dress for success. If you look professional and behave in a professional manner, you will generally be treated as a professional.

Plan ahead. Well before a scheduled meeting, prepare and organize all appropriate materials in a neat packet or in several packets if you are scheduled for several interviews. The interviewer will be impressed with your organization and you won't be embarrassed by last minute fumbling or missing information.

Be prepared for interviews. Have your resume up-to-date and readily available, as well as personal references attesting to your competence and skills. Some data entry professionals also provide a ready-to-sign contract, which demonstrates professional forethought and commitment.

Be ready to provide specific facts about your service to clients who ask for information regarding schedules, turnaround time, and availability to clients who request this information. Give forethought to guarantees of service and confidentiality. Review your deadline procedures and backup systems for personal emergencies.

Be prepared to answer questions about your office and its location, type of equipment you use, your proposed method of operation, line counts, margin widths, type styles, quality assurance, and other facets of medical transcription. When speaking, be as concise as possible, clearly explaining your service and how it will benefit the client. Point out areas of flexibility and offer to tailor your service whenever possible to meet the client's needs.

If the interview goes well and you negotiate a contract, state your terms succinctly and logically at the outset. Carefully explain your fees, billing dates, payment schedules, and other important business factors to avoid confusion later.

In an interview, do not answer statements. If a prospective client states that using an outside service is expensive, don't try to convince her otherwise. Smile pleasantly and allow her to express her opinion.

Do not criticize or belittle your competitors. If a prospect baits you by praising your competitor, do not respond with a laundry list of your competitor's flaws or snidely point out that if the competitor was actually so fantastic, the interviewer would already be using that service. Instead, respond favorably and leave a good impression.

John Ditta
President
DittaMarketing
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