ROBERTA BHASIN is the author of Mastering Management-A Guide for Technical Professionals which is published by Miller Freeman Inc. She also conducts seminars and speaks on management for technical professionals.

First impressions

When people meet you, they make snap decisions about you–and you about them. Somewhere within the first minute or so–some say within the first 90 seconds–we size each other up and determine the type of interaction we will have. What we decide may or may not be accurate, but once the impressions are made, it can take a long time to change them.

Research indicates that more than half of a first impression is based on non-verbal communication. That includes what we wear, our body language, our gestures, and our speech. It can also include our surroundings if the first meeting is in our workspace. What we actually say to one another in that space accounts for less than 10% of the first impression we make.

Non-verbal impressions can be tricky because of our previous experiences. Maybe you remind the new boss of an uncle because of the way you stand or the way you hold your head. The boss will then react not so much to you, but to the uncle he sees in you. If the uncle was admired and respected, then you are also likely to be regarded in that way. If the uncle was disliked, then that could well be your fate–at least initially. And

the interesting part is that the boss will probably have little, if any, conscious awareness that this is happening. You probably will not know the source of the "vibes" you are getting, but if they are negative, try not to get defensive (after all, they are not really about you).

If the other aspects of that first impression are positive and authentic, they will help you to establish yourself for who and what you are. So, pay attention to your clothing, your gestures, your conversation, and your surroundings. Make sure they support the first impression you want to make.

CLOTHING. Obviously what you wear should be neat, clean, and appropriate to the occasion. If the occasion of your initial meeting is going to be casual, do not take that too far. A sport coat over a polo shirt conveys a more powerful image than the shirt by itself.

GESTURES. In terms of gestures, make sure your greeting handshake is firm and that you make eye contact. No one likes a limp or "finger hold" type of handshake, and, when combined with eyes looking off in another direction, it can convey a feeling of distrust.

If you are standing, which makes more of a powerful first impression than sitting, distribute your weight evenly on both feet. Do not slouch or lean to one side. Watch your posture, and continue to do so when you sit. Stand and sit up straight, and show that you are paying attention by continuing with appropriate eye contact and an occasional nod.

CONVERSATION. You will also make a better impression on this new person if you are focused on the conversation, rather than worrying about the work that is not getting done, what to say next, or where you need to be in the next few minutes. Moderate your vocal pitch, tone, and volume to be appropriate to the situation. Use words accurately, since sloppy speech or grammar is not impressive.

SURROUNDINGS. A sloppy workspace is also unimpressive, so pay attention to your surroundings. If you have a cluttered office, with stacks of paper competing for attention on your desk, you will convey an impression of disorganization and confusion at best, and of being a poor decision-maker at worst. If you were decisive, you would have done something with all that paper long ago–either by sending it along to the next person, filing it, or getting rid of it.

What else do you have on the desk? Is there so much "stuff" that you have little or no room to work? Does the inbox really need to be there on the corner? Could your telephone and Rolodex be on the credenza behind you? How about the computer? The calculator? Last week's doughnut or yesterday's lunch? The moldy coffee cup?

Some experts on organization suggest putting everything on your desk into cardboard boxes, looking at each item critically as you do so. Is there a good reason to keep it? Is your office the most appropriate place? When it comes to papers, memos, newsletters, and such, if you have not looked at them in weeks or months, you probably never will. So, just toss them out.

JUST ONE CHANCE? The adage says that you only get one chance to make a first impression. But, there is one person you can work on more than once, and that is yourself. Take out a literal or figurative mirror and see how you would react to you; what you see may surprise you. Maybe it is time to make some improvements.