Tips for one-on-one Virtual Client Meetings

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Virtual meetings offer you, clients and prospects the advantages of meeting in a more comfortable setting, saving drive time, and gaining flexibility and efficiency. These tips can help you incorporate and find success in a virtual world:

1. Ensure a positive experience for everyone.

    • For the best connection use a phone line instead of your computer audio.
    • Practice with office staff and/or family members to increase your comfort level and ensure familiarity with the systems.
    • Slow down your rate of speech and pace of the meeting. This will allow for a possible lag time for you and your client to hear the full message.

2. Treat the encounter like you were meeting in person.

    • Have all the screens to share pulled up and ready to go so you are organized and use meeting time efficiently and effectively. (Remember: Close other non-client related applications and documents.)
    • Make sure your office is clean – the client/prospect can often see everything behind you.
    • Wear comfortable yet professional clothes.
    • Talk to the client as if you were meeting in person. Make the experience comfortable and as normal as possible.

3. Provide an agenda.

    • When you request a meeting, ask if there are specific topics the client/prospect would like to cover.
    • Email a reminder confirmation the day prior to the meeting with the proposed agenda.

4. Keep the meeting personal.

    • Ensure you can both see each other and that you maximize use of screen space, especially if you are meeting with multiple people from the same household.
    • To appear that you are looking your client or prospect in the eye, look at the camera, not the screen.

5. Make sure the client/prospect can hear you.

    • A good headset is vital for maximized reception.
    • Find one that works best for your circumstance by searching “Best Headsets for a Virtual Meeting.”

6. Follow up is vital to virtual meeting success.

    • Follow up should be within 24 to 48 business hours. Set expectations by telling attendees you will follow up.
    • Follow up can be as simple as a quick thank you email summarizing the call and additional items to consider.
    • If you set a date and time for your next meeting, include that information in your email.

While your first few virtual meetings may not be perfect, the more you have, the easier the process will become. And the benefits may convince you and your clients to go virtual more often.

Kristy Vetter is Senior Consultant – Internal Practice Development at Waddell & Reed, Inc. The Practice Development team works with advisors as part of the Great Practice Solutions program, which helps advisors grow and strengthen their practices, providing deep generalist expertise, specialized areas of focus, and broad-based awareness of industry best practices.

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