The Thinking Partnership's Arabella Ellis was invited to comment in The Financial Times column The Careerist by Rhymer Rigby, which this week considered how to do a business lunch.

 

Business lunches may not be what they once were, but they remain an invaluable way of doing business with clients, getting to know colleagues and improving working relationships. So, how do you make sure your working lunch works?

What is the point of a business lunch?

"Getting out of the office and spending some quality face time with a person away from distractions makes them feel special," says Robin Jay, author of The Art of the Business Lunch . "Unlike a meeting, sitting down and breaking bread with someone gives them a chance to open up, relax and make a real connection."

The beauty of business lunches is that you do not go into them with a rigid agenda. "Lunch is more discursive and an opportunity to talk more broadly," says Arabella Ellis, a director at the Thinking Partnership, a leadership consultancy. "A business lunch turns a transactional relationship into something deeper."

What restaurant should I choose?

"You need the right level of formality," says Richard Harden of Harden's Guides, the restaurant review publisher. "It needs to be somewhere that both you and your guest(s) will feel comfortable."

Obviously what is right will vary according to the sector you work in and the seniority of your dining companions. Price point is also a complex issue. "If you choose somewhere too expensive, your guests will feel obliged to you," says Ms Ellis. "This may make them feel uncomfortable and even angry. People know they don't get something for nothing."

As well as location and dietary requirements, you should ask yourself if you are likely to be seen or overheard - and whether or not that matters.

How else can I prepare?

"Even if you have an excellent guidebook, a site visit is rarely wasted," says Mr Harden. "Familiarise yourself with the menus and look at the wine list and take a few notes so you'll be able to choose quickly and knowledgeably." With many restaurants, you can now do this online.

"You should also tell people why you're inviting them to lunch," says Ms Ellis. "Is it to discuss strategy or to thank them for putting business your way? If you don't tell them, it can be awkward."

If I am hosting a lunch, what is my role?

"If you're the host, you have to be very clear that you're in a leadership position," says Ms Ellis. "You should get there first and you should also realise that your guests look to you for guidance. On food and drink, you need to take the lead."

Finally, lunch is a strange mix of business and pleasure - your guests may not be comfortable talking about their home lives. Here, you should follow their lead.

Are there any don'ts?

While it is acceptable to give your guest a few notes, it is bad form to bring a pitch document to lunch - and absolutely awful to pull out a laptop and do a PowerPoint presentation. You want your guest to feel comfortable, not like a captive audience.

Ms Jay says technology has no place at a restaurant table either: "Turn your cellphone off and don't leave your BlackBerry on the table and check messages."

(Copyright The Financial Times Limited 2010)