1. Choose the right technology for the job and think about the things you want to accomplish during the meeting. Will you need to show your clients something on your computer screen? Will you want to see something on theirs? Knowing the answers to these questions will help you determine which meeting technology to use.
2. Email a personalized meeting invitation Include simple log-in instructions and a personalized greeting. Don’t on a meeting app’s default invitation to set the appointment, use your own calendar system to send the meeting invite.
3. Share an agenda and any documents you’ll discuss before the meeting and ask your client if they have specific topics they would like to cover during their meeting.
4. Turn on your web camera and ask them to do the same. It may take time getting comfortable talking to a camera, be mindful of your body language which is a vital part of communication.
5. Make the call in a room that gives a strong first impression, make sure the room is clean and tidy. Buying a webcam instead of relying on your computer’s built-in one gives you more control and a better picture. A few simple tricks, like positioning the camera so it’s at or slightly above your eyeline, avoiding having a window behind you (which will throw off shadows on your face).
6. Security is critical Whatever meeting technology you choose, make sure it offers end-to-end encryption so the meeting is secure. Zoom’s security protocol makes it the preferred meeting technology for many financial professionals.
7. Build in time for troubleshooting. Extend your normal meeting time by a few minutes in case there are technical difficulties.
8. Use visuals as much as possible. They can help keep your client engaged throughout the meeting. Just make sure to have them ready and open ahead of time.
9. Split the video and audio feed so that if a client has a spotty internet connection. Consider asking them to call in on their phones and mute their computer audio so if their image freezes, you’ll still be able to hear what they’re saying.
10. Update your website to include “virtual meetings” as an offered service Include a screenshot of an online meeting so clients know what to expect, plus a link to download the meeting technology you use most often.
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