Meeting Room Hire – Why First Impressions Matter for Client Meetings

First impressions happen fast—sometimes in milliseconds. Our brains are wired to assess trustworthiness, competence, and likability almost instantly, using only limited information, which is why they are so important.

An excellent first impression sets the stage for open, comfortable conversations. A bad one? It builds scepticism and puts up barriers before a word is even spoken. There’s a high chance they’ll be out 5 minutes into the conversation. That’s not what you want—especially when business is on the line.

So, how can you master first impressions with your clients? Let’s break it down.

What do people notice during first impressions?

As social beings, it is common to make snap judgments when meeting someone new. These judgments are usually surface-level but can shape long-term perceptions. Here’s what people instinctively assess:

1. Appearance – Do you look polished and put together? Does your style match the expectations of your role or industry? A good handshake and a smile upon meeting can signal confidence, while fidgeting can suggest nervousness.
2. Body Language – Are you making eye contact? Is your posture open and engaged, or closed off and defensive? People will notice if you’re actively listening to them or just waiting for your turn to speak.
3. Tone of Voice – Is your voice warm and confident, or does it come across as rushed, hesitant, or overly dominant? People pay attention to energy levels. Enthusiasm and positivity are contagious, whereas low energy or disinterest can be off-putting.
4. Environment – Are you in a professional setting? Does your workspace reflect organisation and preparedness? If it’s a mess, it will signal to them that you and your business may also be a mess.

These judgments aren’t always fair or accurate, but they still happen and influence overall trust and credibility.

Why first impressions matter

First impressions matter because they dictate whether the relationship will be ongoing. A positive one increases your likelihood of getting clients who want to work with, invest in, or collaborate with you.

If a client were to meet you in your home office or living room, would that show the same professionalism as an official meeting room in a coworking space? Most likely not. A formal setting establishes trust and authority, whereas a home environment can feel informal or unprepared.

People want to invest their time and money into a credible business. An office space or meeting room—especially in a well-known business area—affirms your brand. It reassures clients that you’re established and invested in your work rather than operating as a side hustle from home.

How meeting rooms improve first impressions

Hiring a meeting room in a coworking space improves first impressions with new clients. For new businesses working to scale, a coworking space has all the amenities you need for one cost-effective price. You can reserve flexible desks, meeting rooms, and more in advance. When you meet with clients, you can host them in these fully-equipped spaces, demonstrating that you DO take your business very seriously.

Let’s take a peek at how meeting rooms, in particular, improve your client-relationships:

Better in-person connections – A meeting room provides a quiet, dedicated space for in-person collaboration. It makes it easier to host clients, conduct interviews, and hold team meetings without worrying about background noise, interruptions, or an unprofessional setting.

A professional space to report to – When you come into work, you must also dress the part. Those who dress professionally for in-person work will have better first impressions with clients than those who turn on their video calls in workout clothes or PJs.

Improved business structure – A meeting room leads to fewer distractions and a more structured routine compared to online Zoom calls or phone calls. This can improve brainstorming sessions and productivity and prevent the blurred lines between work and personal life that often come with remote work.

When these are all implemented, client retention rates will grow and your business will scale, leading you to success!

Make a positive first impression with Work East

If you’re looking to expand your business and connect with various like-minded people, signing up for a coworking space is the perfect next step. You can host clients, take advantage of available resources, and have a home base. Don’t wait — it’s time to move your business towards its fullest potential.

Based in the vibrant community of Box Hill, Work East features a diverse range of flexible workspaces designed to help your business thrive. Enjoy connectivity, service, and support as you work to achieve your goals.

We’re ready to help elevate your business. Get in touch with us today.