4 Things To Consider Before Expanding The Use Of Virtual Meetings In Your Practice

Setting up virtual meetings is not as simple as it seems. If you don’t get it right, you can screw up meetings which can leave a bad impression with a potential client.

During the pandemic, most people turned to meeting virtually through video software instead of meeting physically in order to contain the spread of the virus. Some were able to adapt while others used it reluctantly only when necessary.

Today, while most businesses have a plan to return to the office, some are considering working virtually from home as much as possible. Now that virtual meetings have become more popular and have gained greater acceptance, potential clients might be willing to (or even prefer to) work with their attorneys without ever meeting them in person.

But setting up virtual meetings is not as simple as it seems. If you don’t get it right, you can screw up meetings which can leave a bad impression with a potential client. Here are a few things to consider if you plan to increase using virtual meetings in your practice.

First, you will need to set up your virtual meeting platform on your computer. There are many out there, with Zoom and Microsoft Teams being some of the most popular. You can ask for recommendations, but ideally you should test as many platforms as possible. This is because most recommendations are based on personal experience, and your experience may differ based on your own needs, preferences, and habits. Once you have tested as many as you can, stick with one that meets your needs, your price point, and is easiest to use. The ideal platform should do the following:

  • Display documents on screen and allow you to mark or highlight important points.
  • Allow you to transfer files securely.
  • Allow your clients to download files quickly and easily.
  • Allow you to chat with individuals privately if needed.

You should also be able to troubleshoot any basic issues quickly. There is a good chance your client on the other end will have connection issues. So you should be able to address them to minimize delays. And in case you accidentally become a virtual cat, you should know how to turn back into a human.

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Second, once you picked a virtual meeting platform, pick the right office space. Ideally, you should have a room in your home dedicated solely for work. This will give you a sense of familiarity and will likely put you in a work mindset. But in a pinch, you can use your dining room.

You should also be mindful of your virtual presence and what others can see in the background. Ideally, only a blank wall should be immediately behind you. There should be no distracting works of art nor views of your room no matter how elegant it looks. And there should never be a door where someone can accidentally walk in and put themselves and you in an awkward position.

It’s true that you can have a virtual background that can hide the mess behind you. However, I think this should be used only as a last resort. In my opinion, they look somewhat tacky which could turn off certain clients. And they can sometimes get distracting.

Third, you should have a system in place that ensures that the people you plan to meet will have the virtual meeting software installed before the meeting. I have had several occasions where meetings were delayed or rescheduled because people had issues installing the meeting platform. This is best handled by sending a reminder email with an internet link to the meeting. The email should advise everyone to install the software early so the meeting can start on time. You should also provide tutorial or troubleshooting links which provides solutions for the most common connection problems.

Finally, be prepared for any contingencies. What if the person on the other end cannot install the software for whatever reason? What if there are audio issues? But if you are familiar with your meeting platform, you should be able to help with most connection issues. But sometimes, things will fall apart. The office’s internet router might break, or there may be a service interruption at the worst possible time. If that is the case, you may have no other choice but to reschedule or resort to the phone and email.

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Another potential problem is when someone interrupts you during your meeting. This can be particularly problematic (and embarrassing) if the meeting is recorded or is broadcasted to the public. You should know how to quickly mute your microphone and turn off your video.

Not everyone will accept virtual meetings. There are still those who want to meet in person because they want to size you up, or perhaps that’s just what they are used to. But these days, more people seem willing to have virtual meetings. If you want to take advantage of this trend, make sure that you know what you are doing with your virtual meeting platform. And more importantly, make sure that your client is able to install and use the platform and be able to help if there are any issues.


Steven Chung is a tax attorney in Los Angeles, California. He helps people with basic tax planning and resolve tax disputes. He is also sympathetic to people with large student loans. He can be reached via email at sachimalbe@excite.com. Or you can connect with him on Twitter (@stevenchung) and connect with him on LinkedIn.

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