In paraplanning, meetings with our clients are essential. Now, most of our meetings take place on Skype as we observe social distancing and new pandemic safety standards. We’ve found that, with small adjustments, Skype meetings can still be productive.
Here are 8 ways how.
Figure Out Skype Before You Start a Meeting
If it’s your first time using Skype, make sure you understand its features and how it works before you start or participate in a meeting. You’ll waste valuable time figuring things out on the fly when it’s much more productive to sort it out ahead of time.
Your colleagues will thank you.
Use the Lobby Feature
If you’re like us, you’ve probably scheduled back-to-back meetings. So, when one meeting runs over time (as they often do), enabling the lobby feature means the clients attending your next Skype meeting enter a virtual waiting room and won’t accidentally “crash” your current call.
Use the Remote Control Feature
Another Skype feature that boosts meeting productivity is the remote control feature. It gives you the ability to collaborate on a shared screen, working together on spreadsheets, digital troubleshooting, and more – instead of dictating a step-by-step process.
For us, using the remote control feature on Skype is a game-changer, allowing us to simultaneously work on client SOAs, even if, as a team, we’re working remotely.
Record the Meeting
One of the biggest perks of Skype meetings is the ability to record a session. Whether a colleague had to step away to soothe a crying child or they’ve tuned in late after their previous meeting ran over, your clients and team will appreciate that a recording will be available to them.
Plus, it’s not a bad thing to go over the recording for anything you may have missed in real-time.
Ask Direct Questions
Let’s be honest. Sometimes, Skype meetings can feel like you’re talking into an empty void. The best way to keep everyone on track and actually get things done in a Skype meeting is by asking direct questions.
It allows the quieter colleagues to speak up too since they’re less likely to be drowned out by whoever’s the loudest.
Be Thoughtful About Who’s Invited
When scheduling a meeting, make sure to think about who actually needs to be there. Will this colleague be able to contribute? Is this meeting relevant to the client? Is it better to send this person a recording of the meeting?
Have an Agenda
With Skype meetings, it’s more important than ever to create an agenda and stick to it. Unlike in-person meetings, there’s more likely to be dead time in a Skype meeting.
Be prepared to push through with a clear to-do list. You might even send the agenda to clients ahead of time so that they can prepare on their end.
Send an Actionable Follow-Up Email
After your Skype meetings, go the extra mile and send an actionable follow-up email going over what was discussed in the meeting. Be clear about what you need from the client and clear up anything that might’ve been skimmed over on Skype.
Follow-up emails are a great way to keep your clients and colleagues engaged and it helps ensure that the meeting leads to productivity.
Need some help with your SOAs or other financial planning documents? Reach out to us about setting up a safe (and productive) Skype meeting with our expert paraplanners today!