8 Simple Things You Can Do to Nail Your Virtual Meetings With Potential Clients
Don’t let adjusting to virtual meetings stop you from nailing your clients meetings! Here are a few tips that will set you up for success.
Nowadays, how we operate our business is no longer limited to our location. Thanks to technology, you can be headquartered in the United States while hiring employees from Europe and Asia.
But what about meetings? You can have meetings online, thanks to Google Meet, Zoom, and Skype. What's important is that you agree to meet in a standard hour. Mind you, these platforms do not only allow you to see your colleagues face-to-face, but you can also screen share for added collaboration. That said, it’s in your best interest to maximize the benefits that technology can bring for your business. This includes virtual meetings with your potential clients.
Here are eight tips and tricks to get you started on the right foot.
Test your devices beforehand
Although this tip is apparent, the issues we run into will always be the little things we tend to forget. Give yourself ample time to fix any technical issues that may arise. Ideally, we recommend checking your devices the night before and at least an hour before the meeting. Not having a backup plan is also a bad idea. So, make sure that all your devices work and know precisely what to do when these act up or fail you.
Choose the right setting
In the same way, you also need to choose the right setting. Double-check what's behind you or how you show up on the screen. You want to pique and retain your client's interest, and don’t want to distract them with a busy background. Proper lighting is also something that you ought to consider. Like with any other meeting (in-person or not), you need to put in the best foot forward to ensure things flow seamlessly. You need to ensure that the light is be coming from an angle that will illuminate your face. For example, you don't want to sit with a window or light behind you. Finally, you should be in a quiet room that's away from distractions. Ultimately, you don’t want your surroundings distract you from all the great things you're saying.
Dress professionally
You should also consider dressing up for a virtual meeting. Usually, this is a great way to show in a non-verbal way how professional you are. If you're the type that's uncomfortable wearing a blazer, then don't show up in a business suit. Rather, you should dress in a way that makes you feel competent yet comfortable. When you feel at ease and presentable, it's a lot easier to feel in control of the situation.
Enjoy a little small talk
Although the end game here is to gain a potential client to trust and hire you, it doesn't mean that you have to jump straight into business. Before you talk about business matters, take at least a couple of minutes to get to know your prospective client. For instance, you can ask about where they currently live or something in thebackground that might have caught your eye. Relating with a prospective client can go a long way in smoothing out any awkwardness during the first meeting. Don't think of yourself as the "subject expert," and the other person simply as a "customer." Instead, think of yourselves as two individuals who are interested in working together. Showing politeness and genuine interest can help separate you from the competition.
Make a welcome packet
Now that you're done with the small talk, the next thing that you need to have is an agenda or welcome packet. Usually, these are made up of services that you have to offer, general procedures, or forms of payment. You should also ensure that you're covering everything you need during the first meeting. Be sure to send it to your prospect after the meeting. Remember that documentation is vital, especially if you want to create an excellent first impression. This allows you to stay on track as you cover everything, from the rates and design ideas to the project timeline. Having a welcome packet shows that you have a plan and are great at communicating this with other people.
Mute your microphone
When on a conference call, it's a common courtesy to mute your microphone when you aren't the person speaking on the call. Microphones often pick up even the tiniest noises. This can be the sound of your air condition system or even dogs barking outside.
Body language matters
Although commonly overlooked, body language can largely influence the overall outcome of the meeting. If you shrink your shoulders or crouch down during a meeting, your client will think you're somewhat uneasy or unsure. Ideally, you should be sitting with your shoulders broad and make plenty of eye contact when speaking.
Ask open-ended questions
It also helps that you ask open-ended questions to help you see the bigger picture. A few questions to consider are:
What does a client love about their product or business that they'll be hiring you to work on?
What are examples of products or companies that they admire?
What are the long-term goals of your client?
How does your prospective client see your services contributing to their overall plan?
Holding a virtual meeting need not be grand. What's important is that you facilitate a genuine conversation with your potential clients.
Raymond Chiu is the Director of Operations for Maid Sailors Office Cleaning Service NYC. MaidSailors offers its customers unrivaled office cleaning services that can address even the toughest cleaning needs. Matched with affordable prices, Maid Sailors is your best partner in helping you turn your office into a work-friendly workplace.