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How To Run A Virtual Sales Meeting

To run a virtual sales meeting, prepare an agenda, utilize engaging online tools, communicate effectively, encourage participation, handle objections efficiently, and follow up with a detailed summary.

A Virtual Sales Meeting is an online, digital platform-based gathering of sales professionals – instead of an in-person meeting. This kind of meeting is typically conducted via video conferencing tools allowing live, real-time interaction between team members or with potential and existing clients. It is a common practice when physical presence is not possible or convenient. The meeting can cover various topics such as product demonstrations, sales strategies, prospecting methodologies, performance analysis, or client negotiations. This digital method offers flexibility and accessibility, making it easier for people from various locations to participate without the need for travel.

What is the purpose of a Virtual Sales Meeting?

The purpose of running a virtual sales meeting as a leader is to effectively communicate goals, strategies, and expectations to team members. It allows for the dissemination of important information, provides an opportunity for collaboration and problem-solving, and helps to keep the sales team motivated and aligned towards achieving sales targets.

How To Run A Virtual Sales Meeting: Step-By-Step


Step 1: Planning

Firstly, the meeting organizer must grasp the purpose of the meeting, discerning its goals and objectives, as well as pinpointing essential participants. This entails thoughtful deliberation towards setting clear, achievable objectives, formulating a well-structured agenda, as well as preparing relevant materials meticulously to stimulate productive presentation and discussion among attendees.

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Step 2: Technology Setup

The meeting host is responsible for setting up and thoroughly testing the chosen virtual meeting platform, whether it be Zoom, Teams, Skype or another that fulfills participant’s needs. Essential in this preliminary stage is ensuring technological aspects run smoothly. Prior testing is integral to eliminate potential technical hiccups that could hinder the meeting’s productivity. Being well-versed with the platform’s features also allows effective communication during the meeting.

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Step 3: Invitations

Send the meeting invite to all attendees. This should explicitly detail the meeting’s goal, scheduled time, anticipated duration, and any preparatory actions required prior. Attendees might need to familiarize themselves with specific meeting tools or review certain materials, which should be explicitly mentioned in the invite for their utmost convenience.


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Step 4: Pre-Meeting Communication

A few days ahead of the meeting, it’s crucial to send a reminder to all the participants, keeping them informed and updating them on every essential detail. Alongside a gentle reminder, make sure to disseminate any necessary information or materials they might require to understand the subject matter of the discussions better. Should there be any changes expected such as adjustments in time, venue or agenda, prompt notification is essential to maintain smooth communication and ensure everyone is in the loop about the alterations in planning.

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Step 5: Running the Meeting

On the day of the meeting, establishing an inclusive, productive atmosphere is key. Welcome everyone, reiterate the meeting’s objectives and review the agenda. Effective management of time is crucial, ensuring focused discussions. Foster an environment where everyone feels compelled to participate, enhancing collective problem-solving and decision-making.

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Step 6: Participant Engagement

Foster participant engagement in meetings by actively asking thoughtful questions and encouraging open dialogues. Utilize interactive features like real-time polling, chat functionalities, or virtual breakout rooms as these tools can stimulate robust conversation and foster greater involvement from all participants in the meeting event.

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Step 7: Meeting Follow Up

Once your meeting concludes, circulate all vital documents – meeting notes, action items, or recorded sessions. Recognize your participants for their valuable time and input by expressing gratitude. Also, seek their feedback to understand their perspective and enhance your future virtual sales meetings.

Questions to ask as the leader of the meeting

1. What are our sales goals for this quarter? – Setting clear sales goals helps to align the team’s focus and efforts towards achieving specific targets.

2. How can we adapt our sales strategies to the current market conditions? – Acknowledging and addressing the impact of market changes allows for necessary adjustments to sales approaches, ensuring relevance and effectiveness.

3. What are the key challenges or obstacles that our sales team is facing? – Identifying challenges helps leaders understand the barriers that may hinder the team’s success, enabling them to provide the necessary support or solutions.

4. How can we better support our virtual sales team? – Recognizing the unique challenges of virtual sales and seeking ways to provide adequate support can boost team morale, productivity, and overall sales outcomes.

5. What feedback or suggestions do you have for improving our sales processes? – Encouraging feedback and suggestions promotes a culture of continuous improvement, opening the door for innovative ideas to enhance sales performance.

6. Are there any specific resources or tools that the sales team needs to be more effective? – Ensuring that the team has the necessary resources and tools helps remove potential obstacles, enabling them to focus on achieving their sales targets.

7. How can we enhance our communication and collaboration as a sales team? – Optimizing communication and collaboration can improve the overall effectiveness and efficiency of the sales team’s efforts, promoting knowledge sharing and aligning everyone towards shared goals.

8. What strategies can we employ to generate more qualified leads? – Discussing lead generation strategies enables leaders to explore new avenues and approaches to attract high-quality prospects, expanding the sales pipeline.

9. How can we improve customer engagement and satisfaction during virtual interactions? – Exploring ways to foster strong customer relationships in a virtual environment helps to ensure customer satisfaction and loyalty, leading to increased sales and repeat business.

10. What successes or achievements can we celebrate as a sales team? – Recognizing and celebrating achievements boosts morale and motivation, fostering a positive sales culture that further drives team performance.

Remember, these questions serve as a starting point and can be tailored based on the specific needs and challenges of your virtual sales team.

As a leader, preparing a virtual sales meeting agenda requires careful planning. Start by outlining the meeting objectives and determining the key topics to be covered. Include time allocations for each agenda item, allowing for interaction and engagement. Share the agenda in advance with all participants, clearly stating the meeting’s purpose and any pre-work requirements. Finally, be prepared to adapt and adjust the agenda as needed during the meeting to ensure a productive and successful virtual sales discussion.

How To Prepare For A Virtual Sales Meeting
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During a virtual sales meeting, it is essential to discuss important topics such as market trends, customer feedback, sales strategies, and target goals. Additionally, highlighting any changes or updates in products or services can greatly benefit the sales team. Assessing challenges and offering relevant training and support will ensure a productive and successful meeting.

See Our Virtual Sales Meeting Template
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Software tools to facilitate a Virtual Sales Meeting

Software helps leaders run virtual sales meetings by providing a platform for video conferencing, screen sharing, and collaborative tools. It enables seamless communication between team members, regardless of their physical location, ensuring all participants can actively contribute, share information, and engage in real-time discussions. With software, leaders can organize and manage sales meetings effectively, leading to better team collaboration, increased productivity, and successful sales outcomes.

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Running a successful virtual sales meeting requires careful planning, structure, and the right use of technology. Understanding the basics of a virtual platform and properly communicating with team members plays a crucial role in driving an effective meeting. With clear objectives, engaging presentations, and by fostering room for participation, we can not only recreate but also augment the experience of a physical sales meeting. Keeping your team motivated and enhancing their communication skills are primary components for the success of any virtual sales meeting. Harnessing these tips will ensure your virtual sales meetings are productive, successful, and yield desirable results.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What should be the ideal duration of a virtual sales meeting?

An ideal virtual sales meeting should be between 30 to 60 minutes. This allows enough time for discussion without leading to meeting fatigue.

How should I prepare for a virtual sales meeting?

You should start by doing your homework on your client, their needs and business. Next, set a clear agenda that outlines what will be discussed and the goal of the meeting. Ensure your technology setup (camera, mic, internet connection) is working well, and prepare any materials or data you plan to present during the meeting in advance.

What’s the best way to keep participants engaged during a virtual sales meeting?

Keeping a virtual sales meeting engaging can be a challenge but there are a few strategies you can use. These include Asking open-ended questions, encouraging everyone to participate, using visual aids like presentations or documents to reinforce your points, and regularly checking in with participants to ensure they understand and are following along.

How can I effectively close a virtual sales meeting?

Close your meeting by summarizing key points discussed and next steps. Ensure to ask for feedback or any questions. Finally, thank everyone for their time and participation.

What's the best platform for conducting a virtual sales meeting?

The best platform depends on your specific needs and the preferences of your clients. Some popular platforms include Zoom, Microsoft Teams, and Google Meet due to their ease of use and video quality. Some platforms also offer integration with other software for added convenience.

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