How can 180 seconds be so pivotal?

One of the biggest challenges in a virtual meeting is capturing and keeping the attention of your audience.

Consider these statistics:

• 65% of attendees multi-task during virtual calls;
• 60% will check their email at least once; and
• 90-100% are multi-tasking as they wait for your call to start.

The opening of your virtual meeting is absolutely critical to your success because it is when you will grab their attention…or not.

Let’s look at what’s going on with your clients.

At the beginning of every meeting, there is an awkward period of time when everyone gathers. Those who join early work on something else while they wait for the others.

When you begin the meeting, most people, if not everyone, will be distracted, either doing or thinking about something else. The part of their brain that tunes in is immediately judging whether this meeting will be worth their time. Within the first few minutes, your client will decide, consciously and subconsciously, whether to mentally commit to this meeting or keep multi-tasking.

Your first imperative is to pull them away from what they are doing and get them focused on you.

Let’s look at how…

Make it about them right from the start

Show them very quickly that you are focused on them, not on you and your solutions

1. During team introductions, dispense with titles and roles. Instead, share (briefly!) how each person will add value to the conversation and to the client.

This tells the client right up front that you are focused on them. It’s a simple but subtle and elegant technique.

2. Invite the client to introduce themselves or confirm who is on the call from their side.

By doing so, they feel acknowledged and understand that they will be active participants in the meeting.

3. Confirm how much time you have or by when you need to be finished.

Example:

“I think you said you were good until 2 pm. Does that still work for you?”

• This simple courtesy shows respect for the client and that you are focused on them, not you.

You now have 180 seconds to convince them to fully commit to this meeting.

Make it clear during your opening that they will gain helpful information

1. Tell the client what you want them to get out of this meeting.

Example:

“We want to talk with you about a new approach to managing your portfolio based on the state of the markets, how this will benefit you, and where we see opportunities for you in the long run.”

Keep it short, intriguing, and about them. This will get them thinking!

2. Share with them how you’ve structured the meeting and tell them that you will ask for their input.

Example:

“I’d like to start by sharing with you how we’ve structure today’s meeting, and then I will ask you for input to see if it’s in line with your expectations. We plan to start with…. moving on to…..and finishing with….”

They are on full alert when you tell them you will soon be asking for their input on the meeting flow. You have their attention because they want to be able to respond intelligently.

3. After sharing the meeting structure, immediately ask them for input using an open-ended question.

Example:

“How does that sound to you?” and/or “What do you want to be sure you get out of this meeting?”

Asking for their input shows you are interested in them and care about what’s important to them.

By engaging them this way, you are securing their full commitment to this meeting — and it only took three minutes!

Your take away

Take time before every call to determine exactly what you want to share during your opening. This is a make or break time, so you want to prepare for it.

Grab the client early by making it all about them, and then engage them as active participants in the meeting. Right from the start, this meeting will be very different from what they expect!