Viewpoints | Advyzon

Make the most out of video calls

Written by Advyzon Team

Starting in April 2020, almost all client meetings became virtual video meetings. But many advisors aren’t comfortable with video call technology. Figuring out how to master video calls can help you well beyond COVID-19. Not only does it dramatically widen your geographical reach, but you can also save time: No conference room prep or drives to client offices required.

Here are a few ways to help you make the most out of video calls.

  1. Teach your clients how to video chat.

    Many clients, particularly older clients, might be intimidated by video calls if they’ve never used the technology before. Consider having someone in your office (or even hiring a virtual assistant for the job) reach out to clients to explain the software and set up a test call. You could also record a how-to video for clients, then attach it to meeting invites and reminders. Once they see how simple Zoom, Skype, or whatever other technology you use is, they’ll be more willing to meet with you remotely. Plus, you’ve added to their skillset — they may be more likely to video chat their family now, too.
  2. Have a virtual receptionist.

    No matter how familiar you, or your clients, are with video technology, there’s always the possibility that something will go wrong, or that you’ll need to make adjustments once the call starts. If you have the bandwidth, consider asking someone on your team to open the call before you join. This way, your clients can work out any issues with microphones, sound, and more before you get on the call. It saves you both from potential awkwardness so you can maintain professionalism and hit the ground running.
  3. Set an itinerary in advance.

    Reach out to your clients to let them know what you hope to discuss and to see if they have any questions for you. If they do, you may need to adjust your video chat settings. For instance, if your client wants to get your opinion on their 401(k), you may need to set up your call to allow your client to share their screen. Or you might ask your client to send you a PDF of their plan in advance so you’re able to reference it remotely. Whatever agenda you set, make sure you create time to talk about impromptu topics. It can be tempting to skip small talk and get straight to business when you’re in an uncomfortable setting, and you don’t want to lose the benefit of hearing about how your clients’ kids are doing at college or whatever other news they have to share.
  4. Get comfortable with screen share.

    If you’re used to printing papers and walking clients through documents in meetings, the shift to video meetings can be extra challenging. Make sure whatever video software you’re using gives you the option to share your screen. Check your screen ahead of sharing to ensure you only share relevant client information. If you tend to mark up or draw on papers during your client meetings, think through how you can replicate that on video chat. If you expect to do this frequently, there are plug-ins that allow you to use a pen-style stylus to mark documents. Or you might simply use text boxes or the draw feature to do basic annotations.
  5. Stage your shot.

    You want your video shot to convey the same professionalism as your office does during in-person meetings. Think through:
    • Your background. Try not to sit in front of a window, since backlighting can cast you in a shadow. Similarly, try not to sit in front of a plain wall. A bookshelf or plant is ideal. If you don’t have a backdrop you like, explore some of the remote background options that are available now; you could set your background to your firm’s logo, for instance.
    • Lighting. Sitting with a window in front of you can provide great lighting, but this isn’t always an option. The most popular way to light a shot is using a ring light. These are increasingly popular and can be bought from a variety of retailers, including Amazon, usually for less than $40.
    • Microphone. Good audio is important. Buying a microphone that plugs into your computer can help clients hear you more clearly and can minimize any outside noises, like an ambulance driving by or a dog in the other room.
    • Your eyes. To look at someone directly over video chat, you must look directly into the camera when you’re speaking. And that means NOT looking at your clients. That said, you want to be able to gauge your clients’ reactions. Try putting their video stream as close to your camera as you can, so that when you look at them, it appears as if you’re looking into the camera.

    Much like regular client meetings, setting up the perfect video call can be more art than science. But the tips here should help you get started and help your clients acclimate to this new approach to meetings. Have additional tips that have helped you master video calls? Tweet us @Advyzon so we can share them!

Written by Advyzon Team