Financial Advisors – How to Prepare for Online Client Meetings
Make sure your clients have the documents they need for their online progress meeting.
“To expect the unexpected shows a thoroughly modern intellect,” according to Oscar Wilde. Wise financial advisors not only expect the unexpected, but also prepare for it. While it’s true you can’t plan for everything, you can give thought to things that are absolutely essential and have contingency plans ready.
For example, you know meeting with your client regularly is essential (we recommend an annual three meeting cycle). What contingency plan do you have if unexpected circumstances befall your clients? Perhaps your client, Mr. Jones, is scheduled to have a progress meeting in three weeks. However, he has a broken hip and can’t travel to the meeting. Do you just push the meeting off into the future? If he’s at home and can comfortably access his computer, you don’t have to.
It’s true that having a progress meeting by telephone isn’t a good idea, however a nice alternative is having an online meeting using services such as GoToMeeting by Citrix, Webex, or Join.me, to name just a few of them that are available. An online meeting has the advantage that you can put up on the screen the documents your clients need to see.
How do you set it up so the online meeting runs smoothly?
First of all, if your upcoming progress meeting will require a number of documents being sent to your client, I strongly suggest you do not send them as different attachments in an email. The probability of them getting lost or disorganized is huge.
A better way of getting documents to your client for on online meeting is to create a packet that you send through the mail. You’ll want to compile and send this packet so they’re available when the client needs them.
What goes in the packet and how is it arranged?
Put the documents in the order in which you, the financial advisor, are going to be going through them in the meeting. The Client Meeting Agenda is on top, followed by progress reports – such as the Greatest Probability Strategy™, recommended in the TrustedAdvisorToolkit™ – and documents that need signatures.
Secure these documents with a big rubber band and place in a manila envelop and seal it. Adhere a label to it that says, “Do Not Open until Mark asks you to during your call!” Put this manila envelop into another envelop that you can address and send to the client.
During the online meeting, you can put each form up on the screen, and describe its purpose and then you can ask your client if he has any questions about it. They’ll easily find the document you’re referring to since they’re in order.
Providing comprehensive services that cares for each client’s needs is truly valuable. Not only can you enjoy your work, but it also creates an easily salable business. Check out the complimentary report “ ”. It helps financial advisors anticipate the unexpected.