When a lunch is not really just a lunch

By Yohana Susanto

JAKARTA (JP): Our office complex during lunch hour often reminds me of a bee colony.

The queen bees and drones are probably those privileged few relaxing in the open terrace cafe or getting hair treatment in the beauty salon.

But it is the thousands of worker bees that catches my eyes and my respect.

These restless producers are buzzing around with fierce determination to yield only the best.

How many of us really have the time to relax during lunch hour?

Many will agree that the lunch hour has become one of the most favorite times to do business.

Business luncheon, followed by business dinner or power breakfast and high tea are probably the most sought after appointments, as these are the most common forms of business entertainment.

Nowadays, combining business with social activities are highly desirable. Socializing with business associates offer a great opportunity to talk in a more relaxed atmosphere and cement relations. Thus, to be able to entertain and be entertained is an art that has to be mastered by all business players.

While interviewing candidates, negotiating projects, persuading senior partners or entertaining clients, whether during dinner, lunch or breakfast, I realize that most of the patrons at the restaurant are business executives conducting business entertainment.

However, I often also notice discomfort, disappointment or pure boredom in these business executives.

During my last interview with a candidate for a very senior post at a Chinese restaurant during the busy lunch hour, I could not help but notice the patrons at the table next to ours.

A mid-thirties executive seemed to be entertaining another mid-thirties executive, presumably a prospective client.

The host ordered what seemed to be a 10-course meal. The guest was definitely trying to please the host, although he seemed to be very uncomfortable with his chopsticks, the fine ambiance and the overattentive waiters.

But it was their conversation that caught my guest's and my attention the most as they were talking earnestly about their common hobby of football throughout the meal.

As I escorted my guest to the door, I was apprehensive that the waiter might give the bill to the wrong person as the host was sitting on the "wrong" seat.

This is a good reminder to the so-called business entertainers that business entertainment has become a basic business skill that must be mastered and perfected, as it can be costly in terms of money, time and effort.

Although there are various aspects to business entertainment, the key to successful business entertainment is by having a mental framework of the business entertainment.

This mental framework forces us to answer three questions when planning a business entertainment, regardless of whether it is dinner, cocktail, high tea or even a party.

The first question is, "What is the occasion?"

Just like any other business activity, we have to determine the objective or goal of the business entertainment.

Is the occasion to sell our products, services or ideas? Is it to inform our guest of our new service, recent cooperation or new development? Is it to ask regarding our invoice or to follow up our proposal? Is it to get to know our partner better or to socialize?

By answering the first question, we will then have the objective of this business entertainment.

The second question is, "Who is the guest?"

After conveying the invitation, we have to make sure who will be coming. Will it be the president director himself or is he sending his assistant or subordinate?

It is very important to have this information before going to the third question, which is, "What is the budget?"

After answering the three questions, we can plan our business entertainment in detail.

The answers to the first two questions will assist us in making or adjusting the budget, and the answer to the third question will help us decide the degree of sophistication, elaborateness and ambiance of the venue and its service.

Fine dining is one where the patron is fully served, whereas a buffet is self-served. The elaborateness factor will guide us in choosing the menu itself.

A 10-course Chinese dinner is fit for a very special occasion, whereas a six or seven course meal may be sufficient for regular business.

An elaborate western dinner with two main courses, sherbet, and dancing might not be appropriate for contract negotiation, but necessary for pure client entertaining.

The ambiance is another factor that has to be taken into consideration as it will add extra "color" and "flavor" to the whole business entertainment.

For instance, is ethnic ambiance suitable for your expatriate guest or will it be better to take him or her to an international chain restaurant?

You will certainly earn an extra point if you can take him to an impressive restaurant which your guest has not been to.

If the purpose or the objective of the lunch is to follow up on a business proposal and you need time to persuade and convince the prospective client, it is necessary to make sure your guest has the authority and influence.

If your guest is the decisionmaker, a fine restaurant with simple yet exquisite cuisine will be the best choice.

The fine ambiance will allow you to get to know your guest more personally, and more importantly, you can go over your proposal in a peaceful surrounding.

On the other hand, if the decisionmaker decides to send one of his subordinates, a less expensive restaurant may be a wiser choice, especially from the budget perspective.

These considerations should definitely be thought through when planning for a business entertainment.

A mental framework can assist us when making crucial decisions. Just like the worker bees buzzing around and flapping their wings 11,400 times per minute, we must ensure that every effort we make for our business will be as fruitful as theirs.

The writer is general manager of the Jakarta Consulting Group.