Walking into a room full of strangers can be an intimidating experience for many. At BNI, we recognize this challenge and strive to create a welcoming environment for all our visitors, substitutes, and guests. Our Visitor Host Team plays a pivotal role in ensuring that every newcomer feels comfortable and valued from the moment they arrive.

The Role of the Visitor Host Team

The Visitor Host Team is often the first point of contact for visitors. Their responsibilities include greeting guests warmly, offering refreshments, and introducing them to existing members. This initial interaction sets the tone for the visitor’s experience.

Engaging in Meaningful Conversations

Initiating conversations with new faces can sometimes lead to awkwardness. To alleviate this, it’s essential to ask open-ended questions that encourage visitors to share about themselves. Questions like, “What got you into your line of work?” or “What do you enjoy most about your profession?” can pave the way for engaging discussions. Kieran Toner advises, “Ask our visitors who they are, what they do, and get them talking because everyone feels more relaxed when they’re talking.”

The Importance of Introducing Visitors to Multiple Members

While it’s beneficial to have in-depth conversations, it’s equally important not to monopolize a visitor’s time. After a meaningful exchange, introduce them to another member who might align with their interests or industry. This practice not only broadens the visitor’s network but also showcases the collaborative spirit of BNI. Toner points out, “After you’ve had a nice conversation with one, it’s your responsibility as a member to introduce them to somebody else in the chapter.”

Creating Inclusive Networking Opportunities

The physical arrangement during networking sessions can influence a visitor’s comfort level. Standing in open formations, such as an “open two” (two people standing slightly apart), makes it easier for others to join the conversation. In contrast, closed groups can appear unapproachable. Toner illustrates, “This is an open two; we’re chatting, someone can easily walk into our conversation.”

Every Member as a Visitor Host

While the Visitor Host Team has designated duties, fostering a welcoming atmosphere is a collective responsibility. Every member should take it upon themselves to ensure visitors feel at ease, engaged, and valued. This collective effort not only enhances the visitor’s experience but also strengthens the chapter’s community. As Toner reminds us, “At the end of the day, we are all visitor hosts.”

Conclusion

Creating a positive and memorable experience for visitors is paramount to the success and growth of any BNI chapter. By engaging visitors in meaningful conversations, introducing them to multiple members, and fostering an inclusive environment, we not only enhance their experience but also enrich our community. Remember, the responsibility of making visitors feel welcome doesn’t rest solely on a few; it’s a collective effort that reflects the true spirit of BNI.

Video Transcript

Alright, let’s play a game, sort of. Hands up if you love walking into a room full of strangers? Sure, I know some of you do. You love walking into a room full of strangers. Do you like approaching strangers to start a conversation?

Most people don’t. For most people, it’s quite intimidating to walk into a room full of people they don’t know, introduce themselves, and start a conversation.

So one of our key things, as D just mentioned, is that we have a visitor host team to welcome all our visitors, substitutes, and guests into BNI. I’m hoping they’ve done a good job today!

But I wanted to highlight why that team is in place and why it’s important.

Alright, let’s play Pass the Parcel. Take a sheet off.

You, as a visitor host, are the first person that people normally meet when they come and visit.

Now, the first person in our visitor host team then hands them off to another visitor host. Thank you—another sweetie!

So, the visitor host team’s role is to take our guests into the main room, get them a tea or coffee, and introduce them to one of our members.

Now, anyone ever feel pressure when starting a conversation with a guest?

The visitor host should introduce them by saying:

“Hi, this is X, they do Y.”

And then introduce them to a member.

For example:

“Emma, this is Ken. Ken is a travel agent. Emma, what do you do?”

Emma:

“I’m a PA.”

Great! Now, let’s pass that to someone across the room. Let’s make this a bit more interesting.

So now, our visitor has been introduced into the main room and is now chatting with our members.

Ever had those awkward conversations where you don’t know what to talk about with someone new?

How can we make that easier? By asking open-ended questions.

Not just, “What do you do for a living?” but:

• How long have you been doing that?
• What got you into that?
• Who’s your best client?
• What do you like most about your job?

Ask our visitors about themselves. Get them talking because everyone feels more relaxed when they’re talking. And let’s be honest—everyone can talk about themselves!

Hands up if you can’t talk about yourself?

So when you’re talking to a visitor, make the conversation about them, not us as members.

That’s the key for open networking.

Now, let’s pass this again.

Has anyone ever been to a networking event where you arrived half an hour early for open networking and got stuck talking to the same person for 30 minutes?

Is that good? No. It’s pretty rubbish, isn’t it?

We want to network, we want to talk to people, but we don’t want to be stuck in that situation.

So, after you’ve had a nice conversation with a visitor, it’s your responsibility as a member to introduce them to someone else.

Since you now know what they do, try introducing them to someone who might have synergy with them—someone they could work with, or simply someone you think they’d get along with.

But please, don’t hog the visitor.

Don’t bore them to death. Don’t get them stuck in a conversation.

And don’t just walk away and leave them on their own. That’s the worst thing you can do—leaving a visitor standing alone while you go off to chat with someone else.

We are all visitor hosts.

Pass the visitor on to another member when you’re done chatting.

If someone brings a visitor to you, be mindful of your body language.

Has anyone heard of an open two or a closed three?

Could you stand up for me?

This is an open two. We’re standing in a way that makes it easy for someone to join the conversation.

But if we’re standing like this (demonstrates a closed three), it’s hard for someone to come along and introduce themselves.

So if someone introduces a visitor to you, change your focus to them.

Whether you’re planning to take over the world or discussing last night’s football game, please stop and focus on the visitor.

Alright, are we still going? Is there one more parcel layer left? There should be a sweet in the last one.

No? You just got… nothing? Well, I don’t know if that worked!

But at the end of the day, we are all visitor hosts.

Whether you’ve come along today as a guest for the first time—thank you very much for joining us! We hope you enjoy what you see today.

Whether you decide you want to learn more and maybe join us, that’s entirely up to you.

But the most important thing is that from the moment our guests walk in the door, they feel welcomed, at ease, and introduced to a few people so they can get the most out of the networking meeting.

So members, please bear that in mind going forward:

We are all visitor hosts.

Thank you very much.