Published on · Updated on · By the IT LABS PRO team
In prospecting, the first contact is a decisive moment: within seconds, the other person forms a first impression that will shape the rest of the conversation. Whether it is a phone call or a meeting, here are the steps and habits that make that first contact work.
Appearances
Your appearance creates a first impression, positive or negative, depending on the other person’s references. Find out about the norms of their industry and adapt: a suit will be expected in finance, more casual clothes will suit the start-up world.
On the phone as in a meeting, the other person also reads, consciously or not, the way you communicate: your choice of words, your intonation and the sound of your voice, your expression and your body language. A calm voice, a smile (which you can hear even on the phone) and an open attitude matter as much as what you say.
The steps of the first contact
1. Greet and check you have the right person
Start by greeting the person and checking that you are talking to the right one. Then introduce yourself and your company briefly.
2. Hook them in the first few seconds
Show quickly why you are contacting this person in particular. If you catch their attention in the first few seconds, you have earned the right to continue the conversation.
3. Show that you have done your homework
Make it clear that you have researched their company, their needs and their current priorities. Nothing builds trust faster than someone who already knows your context.
4. Ask questions and listen
Ask open questions to understand what interests the other person, and encourage them to talk. The more they speak, the better you understand their needs, and the more relevant your proposal will be.
5. Present your offer at the right moment
Highlight your offer by linking it to the needs they have expressed, not with a general presentation. On the phone, the goal is often to get a meeting where you can present the offer properly.
6. Note and handle objections
Write down the other person’s remarks and suggestions so you forget nothing, and answer their objections before the end of the conversation. An objection is often a sign of interest: it shows they have listened and need information to decide.
7. Do not improvise on what you do not know
If you are asked about something you do not know well, do not answer at random: offer to find out and come back with a precise answer. You gain credibility and create a natural reason to get back in touch.
8. Close and set the next step
Watch the other person’s reactions to gauge their satisfaction and interest. Look for a sign of agreement and always end with a concrete, dated next step: a meeting, sending documentation, a follow-up call.
After the first contact
A successful first contact is worthless without follow-up. Quickly send a thank-you message that sums up the points discussed, and record the exchange and the next action in your follow-up tool. The first contact is only one step in a wider process: our guide to B2B sales prospecting and our article on the B2B sales cycle help you organise the whole.
To follow your prospects and every contact over time, a sales management tool saves precious time: discover our custom CRM and sales management software.