Creating an Optimal Office Atmosphere

Entering the Office

Once they successfully find your office and front door, how do your clients feel walking in? Is it neat and clean, welcoming, is there anything that could be off-putting to someone?

• Receptionist/Front Desk Area:

• • Clean, organized and welcoming.
  • No confidential or personal information is in view.

• Waiting Area:

• • Ambiance: appropriate décor, professional, welcoming.
  • Seating: comfortable, clean, not showing signs of wear.
  • Awards and articles: well framed and hung in view.
  • Reading materials: local magazines, industry magazines.
  • Mints or candy are available.
  • Create a nice notebook that includes copies of articles on your business and/or team members.

• Restroom:

• • Clear and visible signage showing the location.
  • Stocked with adequate supplies.
  • Clean at all times.
  • Lotion and air freshener are a nice touch, often forgotten.

General atmosphere

A comfortable atmosphere can mean different things for different people. There are a few things that should be taken into consideration when ensuring you can please the majority.

• Lighting:

• • Soft but bright.
  • Well lit throughout the entire office.
  • Utilize accent lighting such as lamps.

• Smell:

• • Be aware that some may be sensitive to strong smells.
  • Opt for a clean smell, not overpowering air fresheners.

• Temperature:

• • Not too cold and not too hot.
  • Most people are comfortable around 72 degrees.

• Cleanliness:

• • Straighten the waiting area several times throughout the day.
  • If you have a cleaning service know the frequency of their visits and the services included.

Meeting space

Most clients that come to your office will be meeting in a conference room or meeting space. Just because you aren’t in this room on a daily basis does not mean that it can be neglected.

• General:

• • Professional and appealing décor.
  • An adequate number of comfortable chairs.
  • Don’t forget notepads and pens.

• Technology for presentations:

• • Screens, computers, speakers in good working condition and well maintained.
  • All team members are trained on how to use the equipment and how to troubleshoot if needed.

• Meeting snacks:

• • Snack-sized nut mixes, candy, chocolates, etc.
  • Make sure items come individually wrapped (nobody wants to eat what everyone else has touched).

• Extra copy of your information packet

Private offices

Occasionally you may host clients in a private office, but most often they are visible from the common areas. Don’t let them be a forgotten part of your first impression.

• Don’t be afraid to show some personality.
• Should be professional.

Beyond furniture and lighting

Little things can go a long way. Here are a few little things to help you go the extra mile.

• Make sure to offer a drink upon arrival and again when seated in the meeting area.

• • Beverages available: water, coffee, tea, soda.
  • Be sure to keep items in stock that a client may want (i.e. sugar, creamer, ice).

• Don't forget your manners:

• • Saying hello goes a long way.
  • Makes clients feel welcome, important, and acknowledged.

Helping the clients that visit your office to feel welcome not only shows you care about your clients’ experience but also builds trust.

Crystal Lee Butler, MBA is a creative marketer and results-oriented business consultant with over a decade of experience collaborating with independent advisers. At Crystal Marketing Solutions, she delivers exceptional insights for financial professionals enabling them to create a consistent marketing presence so they can focus on the things that matter most to them.

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