How to Hold a Video Meeting with Clients
Video communication is an essential tool for any business as it allows for face to face contact, real-time chats, and interaction, even if you are not in the same location.
Video conferencing is an essential tool for not only connecting with clients, but also for keeping in touch with your team members when you are not in the same state, or location. By using video communication software, you can host a meeting with your clients, or potential clients, even while you are traveling.
Technology continues to enhance, and with it comes new tools that help business owners run and manage their business. Connecting to video meetings is as easy as using a laptop, phone, or tablet through conference calling services from: www.conferencecalling.com/.
As you embrace using video meetings, follow the tips below on using video conference with your clients.
Determine When a Video Meeting is Appropriate
You need to determine the size and scope of the meeting to understand the best method of communication, as some problems may be better to talk about face – to face. Discussing routine financial review, with a plan that has minimal changes, is an ideal topic for a video conference with a client.
Test the Technology Ahead of Time
Test your software out with other colleagues to gather feedback and work out any kinks in the meeting. Keep track of any issues you encountered during the trial. You want to make sure that all your team members are comfortable with using the video conferencing software because there may be times when they will need to run meetings.
Choose a Quiet Space
Make sure you are choosing a quiet space to do your video meeting. Noises are amplified on video, so make sure you close the door to your office, turn off your cell phone, tv or radio. You also want to make sure that you set all your incoming calls to go directly to voicemail. You want to avoid any interruptions during your request and ensure that if your video meeting from a home office that it is quiet.
Let Staff Know You are in a Meeting
When you are in a video conferencing, let staff know that you are unavailable during the time of your call. Let them know when you are video conferencing that they know not to interrupt you or walk-in unannounced.
Check Your Surroundings
Check your surroundings to remove any clutter. Also, work out exactly where you want your camera placed. You want to make sure you are not showing any essential or private information. When you have decided where you want the camera to face, secure it to a device in a stand. You do not want to have jerky camera movements happening during your live video conference.
Establish Rules Ahead of Time
When holding a video meeting with clients, you should initiate the discussion and let your clients know when they can expect your call. Always have a backup plan thought out in the case that your technology should fail, for example, suggesting you will give them a call right away on the phone.
Treat a Video Conference like an In-Person Meeting
Schedule and prepare your video meeting, just like if it were a face-to-face meeting in your office. Being prepare and treating a video conference like an in-person meeting means that you need to be dressed appropriately for the office. Even if your session on the video, you still need to be professional.
Ask Your Client to Prepare Questions Ahead of Time
Before the meeting, send a premeeting e-mail to let your clients know that they should take the vide call in a quiet, private setting with little distractions. Also, send them information on how to adjust their volumes or screen resolutions. When you are preparing for your video meeting, you should also consider sending any document ahead of time to your clients that you will be sharing just in case there are any technical difficulties during the meeting.
As soon as you have done several video meetings with clients, create a procedures manual that can help educate your staff on performing video meetings with clients properly.