As working from home becomes the new norm and social distancing recommendations are being extended further out, it’s a great time to prepare yourself to present financial plans virtually. Meeting via web-conferencing software, especially if it’s not your norm, can seem a little bit daunting, but we’re here to help! Here are our best tips for making this transition as smooth as possible.
Determine which web conferencing system will work best for you. Here at AdvicePay, we utilize Zoom, although Webex is a good alternative. You’ll want to make sure the software you choose has the following features:
Be sure to familiarize yourself with the technology if it’s new to you. Find a friend or a co-worker and send them a meeting link, make sure you can easily share your screen, access files while video conferencing, etc.
Most web conferencing systems will require your clients/prospects and prospects to download their system (or at least run their program) before they can begin video conferencing. To make for a productive meeting, be sure to send instructions for downloading software and joining ahead of time so they know what to expect. You may even consider adding this information to your website to streamline this process.
In light of COVID-19, most web-based companies are upping their resources, so be sure to check out what they have. No sense in recreating the wheel! If you’re using Zoom, here are some helpful links: Download Zoom | Joining a Zoom Meeting (Video How-to)
Template Email
Hi John,
I’m looking forward to our upcoming meeting on (Date) at (time). I’ve included simple instructions for how we’ll connect via (Zoom, WebEx, etc.) I recommend downloading the software ahead of time using this link (Download Zoom). It only takes a few minutes.
Check out this quick one-minute video of what it’ll be like to join the meeting.
That’s all you’ll need to do! I’m here if you have any questions. Thanks for being flexible during this time. I’ll talk to you soon!
You may find it’s valuable to schedule meetings for 15 minutes or so longer than normal. That way, if clients/prospects are having difficulties with the technology, you’ll have plenty of time to lend a helping hand and still have time for your full presentation.
I also recommend giving yourself a 15 to 30 minute buffer between meetings so you can reset your web browser, rid your screen of any client/prospect information, and start fresh.
Before your meeting, make sure you have all documents, webpages, and/or systems in order. My recommendation is to create one file specifically for each meeting. This will house all of the materials you’ll need to access. For websites, open only the necessary tabs and make sure you have log-in information handy.
Tip: Keep your phone nearby if you utilize multi-factor authentication in case you become timed out of any websites.
Try your best to stick to this same routine and rhythm of your face-to-face meetings. If you don’t normally send materials to prospects ahead of time, this likely isn’t the time to start. If your process is to normally send prospects home with materials after meetings, make sure to send them via email afterwards. Ensure you’re sending emails with sensitive information securely.
Once you begin diving into the financial plan and are sharing your screen, ask clients/prospects if they can see what you’re presenting! If they can’t, they may be too polite to say anything. As many people are visual, this can be the difference between your clients/prospects fully understanding their financial plan. As many systems will still display your video while you’re sharing your screen, let clients/prospects know to speak up if they can’t see anything. You may have to coach them through moving or minimizing the video window.
It’s no secret that body language is a good indicator of how prospects are feeling. Encourage them to use video if they’re not so you can monitor their reactions. This can also help create a stronger connection.
As we all continue to adjust to this new normal, be easy on yourself if things don’t go perfectly to plan. We’re all learning new ways to communicate. Be open, be human, and if something goes wrong while on a call, laugh together and carry on.