If quarantine had a popularity contest, Zoom would have reigned supreme—and to think there was once a time when this company was not a household name! Zoom meetings have allowed companies to remain as “business-as-usual” as possible during the uncertain times of the past year. Most importantly, Zoom has allowed us to maintain a personal connection to our client base, which is pivotal to healthy business collaborations. Although Zoom has been a lifesaver for businesses and families alike throughout the pandemic, unfortunately, it is still only a substitute for face-to-face communication; there are still many obstacles you must consciously work to overcome in order to achieve successful communication. As a respected business leader, it is our duty to overcome any communication barriers and ensure that our client interactions are of top-notch quality. In this article, we discuss three ways in which you can improve the quality of your Zoom meetings with clients.
1. Familiarize Yourself with Customizable OptionsAs with any new technology that you integrate into your daily business operations, there is a slight learning curve while familiarizing yourself with Zoom and all of its settings. It is certainly of no help that over the last year, as its popularity skyrocketed, numerous changes have been made to this application. Due to these constantly changing features, it’s even more vital for you to ensure that your team is familiar with the default settings and how to appropriately customize them. One feature we feel is especially important to client communication is to turn on the “Always Display Names” setting, so that you or your clients are never second guessing names. We’ve also all heard of that urban legend where something embarrassing happens in the background of a coworker’s Zoom meeting, so protect yourself from this unfortunate mishap by customizing your background to something simple (and safe!). Another feature we highly recommend is the “Waiting Room.” Use this feature to gather yourself and prepare rather than immediately being thrown into a client meeting.
2. Organize Your Zoom ExperienceConducting a high-stakes client meeting via Zoom can feel overwhelming and unnatural, even a year later. Fortunately, there are measures you can take to minimize this stress. Take time to prepare prior to meetings in the following ways:
- Adjust your settings to automatically record and save meetings
- Have an agenda handy (and distribute to other meeting participants beforehand)
- Adjust privacy settings prior to meetings for peace of mind
- Distribute the meeting link and ID prior to the day of the meeting
- Select the “Hide Non-Video Participants” setting so that you can direct your focus