180 Minimize Distractions in your Web Meetings

Minimize Distractions in your Web Meetings

 

Here are ways you can minimize distractions in your web meeting. 

 

First, ask all attendees to go on mute until they want to speak, then have the Master of Ceremonies call on them… just as if your meeting was face-to-face.

 

When some of your meeting attendees are participating from a conference room, be sure that there is only one meeting going on… don’t let side conversations get in the way and stop those in their tracks. 

 

Make sure everyone pays attention – In a web meeting, make sure that you and your team focus 100% of your attention on THIS meeting. The Master of Ceremonies should take control here. Don’t let their attention drift to email. It’s embarrassing when a member of your team is called on or a question is asked and everyone notices that your team member was not paying attention.

 

  • For the display device that will be shared on a screen in a web meeting – TURN OFF notifications so your personal alerts do not show up on the display screen. This can be very distracting for the speaker… and can also be annoying for those viewing your screen.

 

  • Eliminate Background noise – For example, a dog barking when the doorbell rings… This might be funny the first time, but too much noise could detract from your message.  

 

  • Avoid too much movement on your web conference display screen. This can be very distracting and cause “screen vertigo” when your customer is trying to follow screens that are moving too quickly. Avoid flipping through screens incessantly… Your customer will appreciate your consideration. 

 

  • Don’t use “build” functions in your presentation slides. Building a slide incrementally while onsite is OK, because the slide advances immediately. For remote meetings, depending on the lag time in the network connection, it can be difficult for your slides to remain in sync with your voice. 

 

I’m DJ Sebastian… To SELL MORE, you must to become a Great Communicator. Find out how at my website thetechseller.com

 

179 Add Structure to your Web Meeting

Add Structure to your Web Meeting

 

Many of the same techniques you use for face-to-face customer meetings also apply for remote meetings. 

 

Even though web meetings are often less formal than traditional face-to-face meetings, it is still important to instill some structure into your meeting. 

 

  • Assign a Master of Ceremonies for your web meeting. The Master of Ceremonies is responsible for leading the web meeting and keeping it on track.

 

  • Create an agenda document and open it separately from a presentation file. This way, you can easily refer to the agenda items as you progress through the meeting. 

 

  • Include an opening statement (in your agenda or on an initial slide) that states the purpose of this meeting, what you already understand from prior discussions, as well as what goals you hope to accomplish in the web meeting. 

 

  • Open a document on your display device and use the document as an area to record open items and unresolved questions. Use a section in your document to record your call to action and agreed upon next steps.

 

Break up web meetings into 45 minute sessions

 

Keep your web meeting moving at a fast pace. Since attention spans are shorter and attendees can easily be distracted, schedule your web meeting for a maximum of 45 minutes. Anything longer and your meeting will lose momentum, lose impact, and lose attendees. 

 

If needed, you can also break it up into multiple 45 minute sessions: morning and afternoon… or on different days. 

 

I’m DJ Sebastian… To SELL MORE, you must become a Great Communicator. Find out how at my website thetechseller.com

 

178 Conducting Web Meetings With Power

Conducting Web Meetings with Power

 

This next set of briefings begins our discussion on best practices for remote (or web) meetings.  

 

Engaging your customer 

 

Engaging your customer and keeping their interest can be more difficult during web meetings because you are competing for their attention. It is much easier for meeting participants to tune out. Meeting participants could be looking at their email, multi-tasking or just not paying attention. 

 

Don’t let them veg-out and become passive participants as if they were relaxing on a couch binge-watching movies.

 

To grab your audience’s attention, spell out your key points more distinctly. In our Great Communicator course, we teach sales professionals to “grab” their customer’s undivided attention using an analogy, telling a story, or using a prop. Take time to describe exactly what you will be communicating. Your customer cannot see you fully and cannot read your body language or gestures. Create a place for the customer to envision your attention grabber to emphasize your point.  

 

Another good way to keep your customer engaged is to make it a two-way dialogue… ask them questions… get their ideas and feedback during your meeting. For example, make a point and then ask, “How do you see this working in your environment? Or even a simple meeting check-in like “Is this applicable to you or are we off track?” Finally, once you have made your key points, ask “What do you think?”.

 

The Context Diagram

For situations where you are asked a question and don’t have prepared slides or graphics ready, your inclination might be to go searching for the right slide from other presentation files… which could be clumsy and show sensitive information.

 

Instead, anticipate this situation in advance. Create a high-level “context diagram” that you can refer to as a way of explaining capabilities or showing results. Not every minute detail… just to give your customer a visual that you can refer to when needed. 

 

I’m DJ Sebastian… To SELL MORE, you must become a Great Communicator. Find out how at my website thetechseller.com

 

177 The Virtual Sales Advisor Machine 5

The Virtual Sales Advisor Machine 5

 

We continue the discussion on SAM the Virtual Sales Advisor Machine. 

 

Role 2: Automatic SAM—Becoming the Sales Professional 

In its second role, SAM will eventually be deployed to handle many of the sales process steps currently performed by human sales reps. As the knowledge base becomes more robust, SAM could potentially even handle transactions for medium- to large-ticket items.

 

Here are 6 areas where SAM can serve in the role of the sales professional:

 

1) Customer Conversations – SAM will personify the actions of a human sales professional to guide the steps of the sales process by directly communicating with the customer. As SAM manages the conversation with the customer, it will also know when a human sales professional needs to be engaged in the sales cycle. 

 

2) Customer Surveys – SAM will correspond with the customer to gain an understanding of business needs, requirements, and issues. The customer provides preliminary information that can accelerate SAM’s discovery of the customer’s needs. 

 

3) Solution Selection – SAM will evaluate the results of the customer surveys, then select the type of solutions that could work best for the customer. SAM will also favorably position the selected solution by communicating unique differentiators and business value points.

 

4) Solution Recommendation – Using all available data from the surveys, the CRM, and purchase history based on the needs of other customers, SAM will make specific recommendations for the solution(s) to be proposed. 

 

5) Pricing Proposal – SAM will prepare and deliver customer proposals that document the pricing, terms and conditions; any relevant case studies or testimonials; and a business value proposition that is tied to the unique benefits of the proposed solution.

 

6) Customer Service Assistant – SAM will answer solution-related questions, select specific solution options, and resolve simple to moderately complex service issues.

 

I’m DJ Sebastian, and we’ll continue the discussion on the Intelligent Virtual Sales Advisor Machine in the next briefing. 

 

176 The Virtual Sales Advisor Machine 4

The Virtual Sales Advisor Machine 4

 

We continue the discussion on SAM the Virtual Sales Advisor Machine. 

 

How SAM Can Serve the Sales Team

As SAM gains in effectiveness over time, SAM will serve the sales team in two distinct roles: 

 

Role 1: Ask SAM—Assisting the Sales Professional

While the human sales professional is still fully in charge of executing each task in the sales cycle, SAM’s advisory capabilities can augment the work of the human salesperson. SAM will be initially deployed to serve as an intelligent assistant to help complete time-consuming tasks previously handled manually by the sales professional. 

 

Here are seven areas where SAM can provide valuable help to the sales professional:

 

1) Customer Research – to assist the sales professional in creating a strategy for pursuit that will increase the potential of building a mutually beneficial relationship by access customer data from all sources. 

 

2) Opportunity Identification – to analyze all available data on prospective and current customers and identify the best candidates to pursue. 

 

3) Targeted Marketing – to identify the best targets for marketing campaigns. Then, evaluate the effectiveness of each campaign by analyzing the conversion rates from prospects that previously turned into customers. 

 

4) Request for Proposal (RFP) Preparation – to handle requests for information either through a survey or interactive chat and assist in building RFP responses. 

 

5) Pricing and Proposal Preparation – to handle product pricing and quotes, then compile the major elements of a customer proposal to ensure adherence to company policies. 

 

6) Customer Communication—Schedule reminders for follow-up communications with customers and identify the best content and method for interaction. 

 

7) Demos—Build the structure and recommended content of a customer demo (and proofs) and refer to a repository of interactive or scripted demos that can be selected based on customer requirements. 

 

I’m DJ Sebastian, and we’ll continue the discussion on the Virtual Sales Advisor Machine in the next briefing.