9 tips for virtual client meetings

9 tips for virtual client meetings

Key tips to remember

  • Learn how to use your virtual meeting platform.
  • Prepare your materials before every meeting.
  • Keep your virtual meetings short to avoid “Zoom fatigue.”
  • Give everyone a little time to socialize.
  • Help people get comfortable on camera by sharing your surroundings.

Grabbing coffee or lunch with a client, driving buyers to tour homes and doing an in-person listing presentation at a prospect's home may be things of the past — at least, temporarily. Thankfully, virtual meeting technology provides a good substitute for those activities in the meantime.

Virtual meetings can help you build client relationships with weekly check-ins for sharing market updates, reviewing transaction checklists and, of course, making friendly conversation. And with a little preparation, you can make your online meetings even more productive.

9 dos and don’ts for virtual client meetings

1. DO: Practice before the meeting.
Learn to use the screen-share tools on your platform of choice so you can easily share market data, listing information and photos just as you would in person.

2. DON’T: Forget to socialize.
Whether you’re meeting a prospect for the first time or talking with a long-time client, the virtual meeting can be a time to build trust and solidify your relationship.

3. DO: Send materials before the meeting.
You can keep the meeting shorter and help clients feel prepared if you send them links to videos, buyer or seller information and anything else you might typically give them at an in-person meeting.

4. DON’T: Let the meeting last too long.
Tell clients how long you expect to talk, and keep the meeting moving so no one gets "Zoom fatigue."

5. DO: Be a good host.
Not everyone is comfortable on camera, so try to put clients at ease with an anecdote about your kids or pets. Show them your surroundings or use casual chatter to start the call. And it’s okay if clients don’t want to turn on their camera!

6. DON’T: Turn your camera off.
While it’s not right to force anyone to go on camera, you should set a good example by using the video function, and encourage everyone else to as well. It helps to be able to make eye contact and read body language as you would at an in-person meeting.

7. DO: Use good lighting.
Make sure you don't have a window or bright light behind you. If you can, use an exterior microphone for the best sound quality. You want your clients to be able to see and hear you clearly.

8. DON’T: Talk more than listen.
It’s easy for the host to dominate the discussion, but this is an opportunity to hear what your clients are thinking and feeling. Give them as much time as possible.

9. DO: Have an agenda.
Know your goals for the meeting as well as the topics you’d like to cover. Prepare your notes and presentation materials in advance, and have them readily accessible.

Virtual meetings can save time and help you develop deeper connections with clients — especially as you become more comfortable with the technology. A brief, weekly virtual meeting can be a great way to stay in touch with your current buyers and sellers, past clients and prospects.

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