10 Practical Tips for Establishing Rapport
This article dives into the art and science of building instant rapport with new clients, stakeholders, and other professional contacts. Our techniques and examples will focus on three key areas: nonverbal communication, verbal communication, and–perhaps most importantly–your mindset.
Nonverbal communication tips
Seven seconds. That's all it takes. In that brief moment, before you've uttered a single word, others have already sized up your trustworthiness and authority. And when you do speak, your body language can either reinforce or undermine your message. A comprehensive literature review published in Current Opinion in Psychology concluded that misalignment between words and gestures reduces perceived sincerity and trustworthiness.
1. Who to approach at a networking event?
Entering a crowded room? Here's a strategy that works: Look for a solo attendee or a group of four or more. These configurations are most welcoming to newcomers, unlike pairs deep in conversation who may ignore your interruption. A person standing alone is especially likely to welcome a conversation
2. What body language signals authority and trustworthiness?
Research studies have repeatedly shown that open posture trumps actual social status in how people are perceived. Project confidence through an open posture: shoulders back, chest lifted, arms relaxed at your sides. Walk with purpose, as if drawn by an invisible thread toward the other person. Want to appear trustworthy? Avoid hiding your hands in pockets, crossing your arms, or covering your face with your hands.
3. How to smile at people in an authentic way?
A highly cited study in Evolution and Human Behavior showed that a genuine smile increases our willingness to trust someone and even to send them money. We also tend to perceive people with a genuine smile as more intelligent. But timing is key. First, make eye contact. Wait one beat, maybe two. Then let your warm smile bloom. This small pause will make your smile feel more thoughtful.
4. How do you make the right eye contact?
Eye contact signals your interest. Aim for 70-80% eye contact while your partner speaks, and hold it for three seconds after they finish. Avoid staring contests, though! Briefly glance away from time to time to avoid making them uncomfortable. And whatever you do, resist the urge to check your phone–nothing kills connection faster.
5. How to mirror body language?
Mirroring is one of the most powerful techniques for building rapport with a client or stakeholder. When someone shifts their posture, subtly mirror them. They lean forward; you respond in kind. If they smile, smile back. If they hold a glass in their right hand and you sit across from them, hold your glass in your left hand. Like a mirror. This unconscious synchrony builds deeper connection.
Verbal communication tips
Verbal communication is where you solidify the connection. The goal? Find something you have in common. Go beyond seeing them as a potential customer or investor; building a personal connection first paves the way for business opportunities to unfold naturally. When someone at a networking event mentions their weekend plans for hiking, don't just nod absentmindedly–share your own trail stories if you have them.
6. What to talk about in small talk?
Don't overthink it. Simply introduce yourself and start with an open-ended question: "What did you think of the keynote's predictions for next year?" Or notice something special about them: "Are those AR glasses? What has been your experience so far?" Curiosity opens conversations. Questions keep them flowing.
7. How to practice active listening?
Active listening requires less effort than you'd think. Let them do most of the talking, but follow up with specific questions that show you're truly listening: "What was your favorite dish in that restaurant?" Nod occasionally as they're speaking. Stay engaged. That's all it takes.
8. How to remember names?
The truth is that most people like hearing their names. After meeting "Lily from Legal," immediately use her name: "Nice to meet you, Lily." Cement it in memory by creating a mental image–perhaps a lily flower growing in a courtroom. Or write the name in your mind's eye, attached to their face like a label.
9. How to deepen rapport during the second meeting?
The real magic happens in follow-up interactions. You can deepen the connection by referencing specific details from your first meeting: "How did your daughter's soccer tournament turn out?" or "I went to that new Thai place you mentioned and you were right, their green curry was incredible!"
Mindset tips
You've probably noticed a recurring theme in this article: authenticity. Smiling at people works only if the other person perceives it as genuine. Expressing interest in someone's passion is meaningless unless you really share it. Therefore, your own mindset matters enormously in establishing rapport.
10. How to signal warmth at a meeting?
Right before talking to someone, take a moment to reflect on what you like or admire about them. Meeting someone completely new? Try this: imagine them as an old friend you haven't seen in years. Or you can recall something that fills you with gratitude. Maybe it's as simple as this morning's perfect coffee or the way sunlight painted the clouds during your commute. This mental shift creates authentic warmth that others feel instantly.
Remember: establishing rapport isn't about manipulation–it's about creating genuine human connections that make work more successful and pleasant for everyone involved.
If you'd like to improve your communication skills beyond the advice in this article, try our 1:1 communication coaching for free.