At LeadQ, we’re seeing new prospects increasingly prefer to call law firms that offer phone and/or “video” virtual consultations. If your law firm is considering expanding from phone consults to doing virtual consults, a variety of online tutorials can give you a basic overview of how these platforms work.

Here are some additional tips you may also need to help you retain the most clients possible:

Have your meeting room and initial intake form ready

Prior to your virtual consult, try to get some basic intake info about the prospect via phone or email so you know a bit about who you’re meeting with. Then start your virtual consultation on time.

If your meeting attendee logs in before you, have them wait in a virtual “waiting room” until you, the host, admit them. Many virtual meeting apps offer this feature. You may also want to upload a photo to show attendees while they are “waiting”, as well as during the consult when your camera is not on or you’re screen sharing. 

Pay attention to what the prospect will see on screen

What you wear and how you appear on video is crucial to establishing trust and rapport with your prospect. It makes a huge difference to come across put-together, ready to take the helm and 100% dedicated to their needs.

To avoid visual distractions, wear plain, solid colors (rather than plaids or patterns), and prepare your background to avoid busyness and clutter. A simple wall, bricks, or one piece of art can make the background warm without being visually overwhelming.

Keep your own image on screen when presenting so you can see what you look like to your prospect. Don’t be too far away from the camera (suggesting you’re “detached”) or too close (people don’t need to see every detail of your face). Use simple, attractive lighting, such as a single steady lamp directly by your face, and position the camera to look directly at your eyes. This will help you make positive eye contact with the viewer on the other side of the screen.

Start with an “ice breaker” 

A good welcome experience is vital to building a long-term engagement with the prospect. Relax the situation with a casual and friendly conversation before getting down to business.

You are more likely to retain a prospect if they “like” you. Strive to be warm, caring and professional – at the same time.

Keep your attendee focused during the meeting

Limit your screen sharing to show slides or other content. To keep your attendee engaged, maintain as much face-to-face conversation as possible. When you are speaking, refer to them by name – it lets them know they matter to you and you are speaking specifically about their situation.

To help avoid potential background noise, encourage your attendee to mute their microphone when not speaking (and mute yourself too when not speaking).

Be prepared to send a retainer agreement

Before concluding the virtual consult, we suggest sending the prospect your digital retainer agreement if they qualify for your legal services. Online retainer agreements can be put together ahead of time using secure document-signing applications such as Adobe Sign, DocuSign or others.

Then, work with the prospect as they read through the document to answer any questions that may arise – so they may virtually sign and submit it before ending the session with you.

While moving from phone consults to virtual consults may seem uncomfortable at first, using these best-practices will help ease the transition and close more prospects in no time.