5 Ways to Improve Your Virtual Consultations With Clients
Pros reveal how they prepare ahead of time to get the most from their online meetings with homeowners
In a world where tech reigns supreme and Covid-19 has made face-to-face meetings more challenging, online consultations are the new norm for many businesses, at least some of the time. Having the ability to do virtual consultations gives you flexibility and enables you to meet with more potential clients as you save time driving to different locations.
But communicating with clients through a screen and getting a feel for what they want to achieve with their project is quite a different experience from doing so in person and often requires a tailored approach. Houzz Australia spoke with two experienced pros about how they get the most from their online meetings with clients.
But communicating with clients through a screen and getting a feel for what they want to achieve with their project is quite a different experience from doing so in person and often requires a tailored approach. Houzz Australia spoke with two experienced pros about how they get the most from their online meetings with clients.
“Pre-Covid, our virtual consultations were reserved for e-decorating and interstate clients,” says Kristin Stojcevski, interior designer and owner of Rocco Revolution. But during the pandemic her firm integrated virtual meetings into their design process. “This has enabled us to maintain consistent communication no matter what the current restrictions are.”
“While virtual consultations will never be on a par with a face-to-face meeting, with some preparation they can be very productive,” Kost says.
Find out how to generate more leads with Houzz Pro
“While virtual consultations will never be on a par with a face-to-face meeting, with some preparation they can be very productive,” Kost says.
Find out how to generate more leads with Houzz Pro
1. Have the Client Do Some Prep
“Prior to a meeting, I send my clients a cheat sheet on how to prepare for working with a designer,” Kost says. “I encourage them to think about the results they wish to achieve, and this thought process helps them get ready to dive into the project with me.
“While this cheat sheet helps my clients prepare, it also helps bring clarity to the project. The more aligned my clients and I are with the outcome, the better we will work together. My design process is a partnership with my clients, which shouldn’t be diminished by transitioning to virtual meetings,” Kost says.
5 Big-Picture Trends Taking Off in Home Design and Remodeling
“Prior to a meeting, I send my clients a cheat sheet on how to prepare for working with a designer,” Kost says. “I encourage them to think about the results they wish to achieve, and this thought process helps them get ready to dive into the project with me.
“While this cheat sheet helps my clients prepare, it also helps bring clarity to the project. The more aligned my clients and I are with the outcome, the better we will work together. My design process is a partnership with my clients, which shouldn’t be diminished by transitioning to virtual meetings,” Kost says.
5 Big-Picture Trends Taking Off in Home Design and Remodeling
“I’ve really enjoyed the transition to working virtually and will continue to have it as part of my process,” Kost says. She gives as an example a video meeting she was having with clients to discuss samples she left with them to review. “During the meeting we will review my recommendations and be able to move the project ahead.
“If we were trying to rebook a face-to-face meeting, it would have had to be delayed for a week or so before our schedules worked,” she says. “Virtual meetings are a real time saver and help keep projects like this ticking along.”
How to Look Your Best in Video Meetings With Clients
“If we were trying to rebook a face-to-face meeting, it would have had to be delayed for a week or so before our schedules worked,” she says. “Virtual meetings are a real time saver and help keep projects like this ticking along.”
How to Look Your Best in Video Meetings With Clients
2. Set Up Ahead of Time
“The way I make a virtual meeting work for me is all about how I set it up,” Kost says. “For an initial consultation, I will share my screen as I talk my clients through images that are designed to inspire them.
“For a review meeting, I will have sent samples of my recommendations to my clients so they can see them in real life, have the tactile experience and see how the colors and materials work in the space,” she says. “My clients can then give feedback on what they think of the selections.”
“The way I make a virtual meeting work for me is all about how I set it up,” Kost says. “For an initial consultation, I will share my screen as I talk my clients through images that are designed to inspire them.
“For a review meeting, I will have sent samples of my recommendations to my clients so they can see them in real life, have the tactile experience and see how the colors and materials work in the space,” she says. “My clients can then give feedback on what they think of the selections.”
3. Prepare an Agenda
“To get the most out of our virtual consultations, our calendar invite includes a list of items that will be covered,” Stojcevski says. “Not only does this help the client to prepare but it also gives us an agenda to stick to.
“Then, during the meeting, we like to share our screen and go over plans and any other documentation, prior to sending it to the client,” she says. “We find that this helps them better understand what we are proposing for their project.”
“To get the most out of our virtual consultations, our calendar invite includes a list of items that will be covered,” Stojcevski says. “Not only does this help the client to prepare but it also gives us an agenda to stick to.
“Then, during the meeting, we like to share our screen and go over plans and any other documentation, prior to sending it to the client,” she says. “We find that this helps them better understand what we are proposing for their project.”
4. Gather as Much Information as You Can
“It goes without saying that if my clients have working drawings that I can work from, then I will request a copy,” Kost says. “But sometimes we might only have a rough plan…. While this can help with broad design ideas, I will be keen to have my own set of dimensions as soon as possible.
“Past experience has shown the plans from promotional material can have doors and windows in the wrong locations, misleading room sizes and generally should only be used for broad concepts and not fine detail,” she says.
“It goes without saying that if my clients have working drawings that I can work from, then I will request a copy,” Kost says. “But sometimes we might only have a rough plan…. While this can help with broad design ideas, I will be keen to have my own set of dimensions as soon as possible.
“Past experience has shown the plans from promotional material can have doors and windows in the wrong locations, misleading room sizes and generally should only be used for broad concepts and not fine detail,” she says.
5. Let Clients Know You Do Online Consultations
With Houzz Pro business management software, you can promote your virtual consultation service on your Houzz profile. This can save you time answering inquiries while promoting this additional aspect of your business.
“My Houzz profile is flagged as having virtual meetings as an option,” Kost says.
“Houzz Pro software lets prospective clients know that we offer this service, which is great,” Stojcevski says.
Learn about Houzz Pro premium profiles
With Houzz Pro business management software, you can promote your virtual consultation service on your Houzz profile. This can save you time answering inquiries while promoting this additional aspect of your business.
“My Houzz profile is flagged as having virtual meetings as an option,” Kost says.
“Houzz Pro software lets prospective clients know that we offer this service, which is great,” Stojcevski says.
Learn about Houzz Pro premium profiles
With Houzz Pro, you can also schedule and host video meetings without the need to download or install any other video software. And you can do this anywhere, regardless of whether you’re working from home or the office.
Houzz Pro gives you the ability to link calendars, which allows homeowners to schedule meetings with you virtually. This eliminates the back and forth of scheduling over the phone or email. And you can specify when you are available, putting you more in control of your time.
You also have the option of making the virtual consultation paid or unpaid, which allows you to make it clear that your time is valuable and that you are serious about the meeting.
Houzz Pro gives you the ability to link calendars, which allows homeowners to schedule meetings with you virtually. This eliminates the back and forth of scheduling over the phone or email. And you can specify when you are available, putting you more in control of your time.
You also have the option of making the virtual consultation paid or unpaid, which allows you to make it clear that your time is valuable and that you are serious about the meeting.
Your turn: How do you get the most from your virtual meetings? Share in the Comments.
More for Pros on Houzz
Read more stories for pros
Learn about Houzz Pro software
Talk with your peers in the Pro-to-Pro discussions
Join the Houzz Trade Program
More for Pros on Houzz
Read more stories for pros
Learn about Houzz Pro software
Talk with your peers in the Pro-to-Pro discussions
Join the Houzz Trade Program
“As much as I love a good email or text, stepping up and becoming comfortable with the video format has been an important way to work when in and out of lockdowns and the restrictions that follow,” Kost says. “Without meeting with clients virtually, many of my projects in the design phase would come to a standstill.”
Houzz Adds New Kitchen Features to Its Houzz Pro 3D Floor Planner