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Best practices for scheduling virtual meetings with prospects and customers

As organizations globalize, virtual meetings are more common than ever. In fact, many people who are juggling busy schedules even prefer meeting online. Your organization may already be using web conferencing for internal meetings, but when conducting virtual meetings with prospects and customers, there are additional considerations to be made. For example, with internal meetings you may use your global meeting link. When meeting people outside your organization, you need to use a unique link for each meeting to ensure the privacy of your prospects and customers. Creating unique links for each meeting can be a hassle if you are not using a scheduling solution that integrates with your web conferencing tool.

ScheduleOnce offers native integrations with Zoom, GoToMeeting, and WebEx. With our web conferencing integration, you can automate the scheduling of virtual meetings. This saves you time and presents a professional image to your customers.

Here are a few best practices for scheduling virtual meetings with prospects and customers.

Eliminate time zone confusion
Offering virtual meetings allows you to meet with customers around the world. Scheduling across time zones can cause confusion and make it difficult to find a convenient time that works for both parties. ScheduleOnce’s comprehensive time zone support automatically detects and adjusts to customers’ local time zones. With our “clickless confirmation” feature, your customers will see your booking page in their local time without needing to do anything. To make it even easier for your customers to select a meeting time, you can opt to only show time slots in your customer’s local working hours, ensuring customers will not see available times early in the morning or late at night. This helps you provide an optimal customer experience and reduces no-shows caused by time zone confusion.

Maximize your availability
You may have wider availability for conducting virtual meetings than for conducting face-to-face meetings. For example, face-to-face meetings may require travel time between each session and access to a meeting room or other resources. With virtual meetings, you may be more flexible – all you require is a quiet space. Defining specific availability and settings for when you are able to meet online allows you to offer customers the maximum number of time slots for your virtual meetings.

Ensure access to all meeting details
When customers book virtual meetings, you want to ensure they have access to the web conferencing details. By integrating ScheduleOnce with your web conferencing system, web conferencing details become an integral part of the booking lifecycle. Upon scheduling, your customers will see the meeting link in the confirmation page. Additionally, the meeting link will be added to the the calendar event and all email notifications. This ensures customers have easy access to all the information they need. This will help reduce no-shows and create a seamless experience for your customers.

This blog post is a sneak peek at our upcoming webinar: Best practices for scheduling virtual meetings with prospects and customers. Watch now

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