10 Ways to have Better Video Calls with Prospects
Executive Summary–
Video calls are a great way to connect with new people and build strong relationships. To make these calls successful, you need to be prepared and act professionally. This guide provides ten simple tips to help you have better video calls every time. From checking your technology and choosing a quiet, well-lit place to engaging actively and using visual aids, these tips will help you make a good impression and achieve your sales goals. Additionally, we’ll explore how AI tools can enhance your video call experience by providing real-time assistance, noise reduction, and performance analysis. Follow these steps to ensure each call is a positive and productive interaction, helping you build trust and close more deals.
10 Tips for Better Video Calls with Prospects
1. Check Your Technology
Before your call, make sure your camera, microphone, and internet connection work well. Test them with a friend or family member. Good video and sound quality make you look and sound professional. Fix any problems you find during the test. By checking your technology ahead of time, you avoid technical issues that can disrupt your call and make you look unprepared.
Story:
Imagine you’re about to have an important video call with a big prospect, but your internet connection suddenly drops. By testing your technology beforehand, you avoid such stressful scenarios and ensure you come across as prepared and professional.
Additional Tips:
- Keep backup equipment like an extra microphone or webcam in case something fails last minute.
- Use a wired internet connection if possible for more stable connectivity.
- Make sure your computer is fully charged or plugged in.
2. Choose a Good Place
Pick a quiet, well-lit place for your video calls. Natural light is best, but if that’s not possible, use lamps to make sure your face is well-lit. Your background should be clean and tidy to avoid distractions. A messy background can take attention away from what you’re saying. If your real background isn’t suitable, use a virtual background, but make sure it’s appropriate and not distracting. A professional setting helps you focus and shows your prospects that you take the call seriously.
Story:
Think about having a call from a noisy café versus a quiet, organized home office. The home office looks much more professional and helps build trust with your prospect right from the start.
Additional Tips:
- Invest in a good quality desk lamp if your room lacks natural light.
- Choose a background that reflects your professional persona, like a bookcase or a simple, clean wall.
- Make sure the room is quiet and free from interruptions.
3. Get Ready Ahead of Time
Know what you want to achieve from the call and prepare accordingly. Understand your prospect’s business, their problems, and how your product or service can help them. Have all necessary documents, presentations, or other materials ready to share. Being prepared helps you stay on track during the video call and provides your prospect with valuable information. Preparing thoughtful questions shows you have done your homework and are genuinely interested in solving their problems. A well-prepared call leads to more productive discussions and increases your chances of success.
Story:
Think about a call where you weren’t fully prepared and struggled to answer the prospect’s questions, compared to a call where you had a clear agenda and relevant materials at your fingertips. The second call is more productive and engaging.
Additional Tips:
- Write down key points and questions you want to cover during the call.
- Review the prospect’s website and recent news about their company.
- Practice your presentation or pitch with an AI simulation.
4. Stay Engaged
Stay engaged during video calls to build rapport and ensure effective communication. Look at the camera to maintain eye contact, even though it can be challenging. Listen attentively, nod, and smile to show that you are interested in what the prospect is saying. Avoid distractions like checking your phone or looking away from the screen. Your body language and facial expressions convey your attentiveness and sincerity, making your prospect feel valued and understood. Active engagement fosters a positive interaction, increasing the likelihood of a successful outcome.
Story:
Recall a time when you felt a strong connection with a prospect because you maintained eye contact and showed genuine interest in their words. This connection laid the groundwork for a trusting business relationship.
Additional Tips:
- Keep your phone out of reach to avoid temptation.
- Use a post-it note next to your camera to remind you where to look.
- Practice active listening by repeating back what the prospect says to show you understand.
5. Avoid Distractions
Distractions can disrupt a productive video call. Before your call, turn off notifications on your computer and phone. Inform others in your space, whether at home or in an office, not to disturb you during the call. Ensure that pets and other potential distractions are out of the room. By minimizing distractions, you can maintain your focus on the conversation, demonstrating your professionalism and respect for your prospect’s time. A distraction-free environment helps you stay present and engaged, allowing for a more meaningful and productive discussion.
Story:
Imagine a call where constant notifications and interruptions from household members broke your concentration, compared to a distraction-free call where you could focus entirely on your prospect and their needs.
Additional Tips:
- Close all unnecessary tabs and programs on your computer.
- Use noise-canceling headphones to block out background noise.
- Have a “Do Not Disturb” sign on your door if you share your space.
6. Use Visual Aids
Visual aids can enhance your communication and keep your prospects engaged. Share your screen or use slides to illustrate key points and provide visual context. Visual aids can help clarify complex information, making it easier for your prospect to understand your message while on video calls. They can also make your presentation more dynamic and interesting. However, use them wisely – too many visuals can overwhelm and distract. Ensure that your visual aids are clear, relevant, and professional. Well-designed visuals can reinforce your message, making your pitch more compelling and memorable.
Story:
Think back to a presentation where visual aids helped simplify a complex concept for your prospect, making it easier for them to grasp the value of your offering.
Additional Tips:
- Use high-quality images and graphics to illustrate your points.
- Keep text on slides brief and to the point.
- Practice using screen-sharing tools to ensure a smooth experience.
7. Build Trust
Building rapport with your prospects is crucial for establishing trust and a good working relationship. Start the call with a bit of small talk to break the ice and find common ground. Show genuine interest in their business and personal well-being. Share a little about yourself to create a connection. Use their name throughout the conversation to make it more personal. Building rapport can make your prospect feel more comfortable and open to discussing their needs and concerns while on video.
Story:
Recall a call where you took a few minutes to chat about shared interests or recent events, which helped create a friendly atmosphere and made the prospect more relaxed and willing to engage in the discussion.
Additional Tips:
- Ask open-ended questions to encourage conversation.
- Share a relevant personal story to create a connection.
- Follow up on any personal details shared in previous calls.
8. Tell Stories
Storytelling is a powerful tool to make your points more memorable and engaging. Share relevant anecdotes or case studies that illustrate how your product or service has helped others. Stories can make complex information more relatable and easier to understand. They also help to create an emotional connection with your prospect, making your message more impactful. Use storytelling to highlight the benefits of your offering in a way that resonates with your prospect’s experiences and challenges.
Story:
Remember a time when you used a success story to illustrate the benefits of your product, and your prospect’s eyes lit up with interest and understanding.
Additional Tips:
- Keep your stories short and relevant.
- Use real-life examples that your prospect can relate to.
- Highlight the positive outcomes and benefits in your stories.
9. Follow Up
Following up after the call is essential for maintaining momentum and demonstrating professionalism. Send a follow-up email summarizing the key points discussed during the call, along with any agreed-upon next steps. This not only shows that you were attentive during the call but also helps reinforce the main points and ensures that both parties are on the same page. A prompt follow-up can keep the conversation going and pave the way for further engagement. It shows your prospect that you are organized, reliable, and committed to providing excellent service.
Story:
Think of a time when a prompt follow-up email helped solidify an agreement or clarify next steps, reinforcing your professionalism and commitment to the prospect.
Additional Tips:
- Include a personalized thank-you note in your follow-up email.
- Restate any commitments or deadlines agreed upon during the call.
- Provide any additional information or resources mentioned during the call.
10. Ask for Feedback
Continuous improvement is vital for mastering video calls with prospects. Ask your prospects for feedback on the call, focusing on areas where you can improve. This can be done informally at the end of the call or through a follow-up email. Use their insights to refine your approach and enhance your video conferencing skills. Seeking feedback shows your commitment to improvement and your willingness to listen to your prospects’ opinions. It also helps you identify any areas that may need adjustment, ensuring that your future calls are even more effective. Incorporating feedback into your process can lead to more successful interactions and better outcomes.
Story:
Reflect on a situation where feedback from a prospect helped you improve your approach, leading to more successful future calls and stronger relationships.
Additional Tips:
- Create a simple feedback form for prospects to fill out.
- Ask specific questions about what they liked and what could be improved.
- Use the feedback to make actionable changes in your approach.
How AI Can Help with Video Calls
Artificial Intelligence (AI) can make your video calls even better by offering tools and features that enhance your communication and efficiency with prospects.
Automated Transcriptions
AI can provide real-time transcriptions of your calls, making it easier to keep track of important points and follow up on action items. This ensures that nothing is missed during the conversation.
Story:
Imagine having a detailed transcript of a call, making it simple to review key points and share them with your team.
Additional Tips:
- Use transcription services to create accurate records of your calls.
- Highlight key parts of the transcript for easy reference later.
- Share the transcript with team members who couldn’t attend the call.
Background Noise Reduction
AI can filter out background noise, ensuring that your voice is clear and easily understood. This creates a more professional and distraction-free environment.
Story:
Think about a call where sudden loud noises disrupted the conversation. AI noise reduction would prevent that, keeping the focus on the discussion.
Additional Tips:
- Use headphones with built-in noise cancellation.
- Find a quiet space to conduct your calls.
- Test your audio settings before the call starts.
Virtual Backgrounds
AI-powered virtual backgrounds can create a clean and professional look, even if your real background is cluttered. This helps maintain a polished image during video calls with prospects.
Story:
Recall a time when your background was messy, but a virtual background made you look organized and professional.
Additional Tips:
- Choose a simple, non-distracting virtual background.
- Make sure your background complements your professional image.
- Test the virtual background beforehand to ensure it works well.
Meeting Summaries
AI can generate concise summaries of your calls, highlighting key points and decisions made. This helps you quickly review and share important information with others.
Story:
Consider how useful it would be to have a quick summary of a long call, saving time and ensuring that everyone is on the same page.
Additional Tips:
- Review the summary to ensure all key points are included.
- Share the summary with participants promptly after the call.
- Use the summary to create action items and follow-up tasks.
Training and Preparedness with AI Platforms
AI platforms like Quantified AI can help you train and prepare for video calls with prospects, making you more effective and confident.
Practice Simulations
AI can simulate real-life video call scenarios, allowing you to practice your pitch and responses in a safe environment. This builds your confidence and prepares you for actual calls.
Story: Imagine practicing with an AI tool that mimics a real prospect, helping you refine your approach and become more comfortable with different situations.
Additional Tips:
- Practice regularly with the AI simulation to improve your skills.
- Use different scenarios to prepare for various types of calls.
- Review your performance after each simulation to identify areas for improvement.
Personalized Coaching
AI platforms can offer personalized coaching based on your performance data, giving you specific tips and strategies to enhance your video call skills.
Story: Recall a time when personalized coaching helped you improve a specific aspect of your presentation, making you more effective in your calls.
Additional Tips:
- Follow the personalized coaching advice closely.
- Set specific goals for improvement based on the coaching feedback.
- Track your progress and adjust your approach as needed.
Final Thoughts
Improving video calls with prospects is not just about technology or setting. It’s about building strong connections and showing your prospects that you value their time and business. By following these simple tips and using AI tools, you can make every video call a successful one, leaving a lasting positive impression. Remember, the key to success lies in preparation, active engagement, and continuous improvement. Keep practicing, stay focused, and always strive to improve. This approach will help you turn every call into a valuable opportunity for growth and connection.
This content has been updated for 2024 to include the latest practices and advancements in video call technology and AI tools.
