Communicating effectively and making a message memorable can be a daunting prospect, especially in face-to-face situations with a new client or prospect. The task of delivering information in the right tone and style required is perfectly achievable but requires careful planning on your part.

It's important to make a connection with the people you are meeting to ensure put your ideas across effectively. Considering how a message will be received by individuals is a fundamental part of a communication strategy.

As we well know, communication is far more than the words we speak. You can create a good first impression during the initial introductions with a firm, meaningful handshake and direct eye contact - but what about the moments beforehand? What does your body language say to potential clients as you walk into the room?

You have a few seconds to make a first impression, and that impression tends to stick. As you enter a room, be aware of the initial impact you are going to make. It's very important to appear confident or assertive when you need to portray belief in the information you are about to present. A well-prepared pitch is crucial, and when supported by confident delivery shows the client that you are an expert in your field.

"Smile and the world smiles too."* So there's nothing like a smile to create a good first impression. A warm and confident smile will put both you and the other person at ease. So smiling is a winner when it comes to great first impressions. But don't go overboard with this – people who take this too far can seem insincere and smarmy, or can be seen to be "lightweights".

Almost everyone gets a little nervous when meeting someone for the first time, which can lead to nervous habits or sweaty palms. By being aware of your nervous habits, you can try to keep them in check. And controlling a nervous jitter or a nervous laugh will give you confidence and help the other person feel at ease.

This isn't a one-way street though. The rapport you build within a meeting or presentation can be the deciding factor for a client or prospective client. Welcome questions and demonstrate your enthusiasm to know and understand their business. Your openness to gathering information, as well as sharing advice and background knowledge should be apparent well before you begin a pitch or present.

The question process should not simply be a checklist of the notes you arrived with, but as the discussion develops, additional questions should be added that go into more detail, allowing the client to cover the finer points.

We're often scared to ask those 'feeling' questions, for example, "How do you feel about the budget constraints you are under at the moment?"

When it comes to more sensitive issues, empathy and sympathy must be separated. Have empathy when you're talking about areas that are proving difficult for the business. Place yourself in their shoes and understand the challenges.

Be Positive. Your attitude shows through in everything you do. Project a positive attitude, even in the face of criticism or in the case of nervousness. Strive to learn from your meeting and to contribute appropriately, maintaining an upbeat manner and a smile.

During the meeting, use case studies to demonstrate where you and your organisation have been effective. Make sure these examples are relevant so the client can relate them to their own situation and see the benefits of working with you. Build a story around the example to leave a positive, lasting impression.

There is an awful lot you should be cramming into what could be a short initial meeting. There may well not be time to cover everything, but use it as an opportunity to build a lasting relationship – send additional relevant information out and discuss a convenient time to cover any outstanding points.

One modern manner worth mentioning is "turn off your mobile phone". What first impression will you create if you are already speaking to someone other than the person you are meeting for the first time? Your new acquaintance deserves 100% of your attention. Anything less and you'll create a less than good first impression.

You have just a few seconds to make a good first impression and it's almost impossible ever to change it. So it's worth giving each new encounter your best shot. Much of what you need to do to make a good impression is common sense. But with a little extra thought and preparation, you can hone your intuitive style and make every first impression not just good but great.