10 Ways to Have Better Video Calls with Prospects Every Time

Video calls have become the new normal in sales, but most salespeople are still making the same mistakes that kill deals before they even start. The difference between a mediocre video call and an exceptional one can mean the difference between closing a deal and losing it forever.

In this comprehensive guide, we'll explore 10 proven strategies that will transform your video calls from awkward encounters into powerful sales tools that build trust, maintain engagement, and drive results.

The Video Call Reality Check

Before diving into the strategies, let's acknowledge the harsh truth: video calls are harder than in-person meetings. You're competing with distractions, technical issues, and the natural tendency for people to multitask during virtual conversations.

But here's the good news: with the right approach, video calls can actually be more effective than face-to-face meetings. You can control your environment, use visual aids more effectively, and create more focused, productive conversations.

Strategy 1: Master Your Technical Setup

The Foundation of Professional Video Calls

Your technical setup is the foundation of every successful video call. Get this wrong, and nothing else matters.

Essential Equipment:

• High-quality webcam: Invest in a 1080p or better webcam
• Professional microphone: Avoid built-in laptop microphones
• Stable internet connection: Minimum 10 Mbps upload/download
• Proper lighting: Natural light or professional lighting setup
• Clean background: Professional, uncluttered environment

Pre-Call Checklist:

• Test your camera and microphone 15 minutes before
• Close unnecessary applications to free up bandwidth
• Have a backup plan (phone number) in case of technical issues
• Position your camera at eye level for natural eye contact

Pro Tip: Record yourself in advance to check your setup. What you see on your screen is what your prospect sees.

Strategy 2: Create a Compelling Visual Environment

Your Background Speaks Volumes

Your background tells a story about your professionalism and attention to detail. Make sure it's telling the right story.

Professional Background Options:

• Home office setup: Clean desk, professional books, minimal clutter
• Virtual background: High-quality, professional virtual backgrounds
• Neutral wall: Simple, uncluttered wall with subtle artwork
• Company branding: Incorporate your company logo or colors tastefully

What to Avoid:

• Personal photos or family items
• Cluttered or messy environments
• Distracting movements or activities
• Inappropriate or unprofessional elements

Lighting Setup:

• Position yourself facing a window for natural light
• Use a ring light or soft box for consistent lighting
• Avoid backlighting that creates silhouettes
• Ensure your face is well-lit and clearly visible

Strategy 3: Master the Art of Virtual Eye Contact

Building Connection Through the Screen

Eye contact is crucial for building trust and connection, but it's different in video calls than in person.

The Eye Contact Challenge:

• Looking at the screen vs. looking at the camera
• The disconnect between where you're looking and where it appears you're looking
• The tendency to look at yourself instead of the prospect

Solutions:

• Position your camera at eye level: This creates natural eye contact
• Look at the camera when speaking: This creates the illusion of direct eye contact
• Minimize self-view: Hide your own video to avoid distraction
• Practice camera positioning: Ensure your face fills the frame appropriately

Pro Tip: Place a sticky note with an arrow pointing to your camera to remind yourself where to look.

Strategy 4: Optimize Your Audio Quality

Clear Communication Starts with Clear Audio

Poor audio quality is the fastest way to lose a prospect's attention and respect.

Audio Best Practices:

• Use a dedicated microphone: USB microphones or headsets provide superior quality
• Test your audio: Use platform audio tests before important calls
• Speak clearly and at a good pace: Enunciate and avoid mumbling
• Minimize background noise: Choose a quiet location and use noise-canceling features

Audio Setup Tips:

• Position your microphone 6-8 inches from your mouth
• Use a pop filter to reduce plosive sounds
• Test your audio levels before the call
• Have a backup audio option ready

Common Audio Mistakes:

• Using built-in laptop microphones
• Speaking too quickly or unclearly
• Ignoring background noise
• Not testing audio before calls

Strategy 5: Engage Through Active Listening

Show You're Paying Attention

Active listening is even more important in video calls because you can't rely on physical proximity to show engagement.

Active Listening Techniques:

• Nod and use facial expressions: Show you're engaged and understanding
• Take notes visibly: Demonstrate you're capturing important information
• Ask clarifying questions: Show you're processing what they're saying
• Summarize key points: Confirm understanding and show attention

Verbal Engagement:

• Use "uh-huh," "I see," and "that makes sense" appropriately
• Ask follow-up questions based on what they share
• Reference previous points in the conversation
• Show genuine interest in their responses

Visual Engagement:

• Maintain appropriate facial expressions
• Use hand gestures to emphasize points
• Show enthusiasm and energy through your demeanor
• Avoid looking distracted or disinterested

Strategy 6: Use Visual Aids Effectively

Leverage the Power of Screen Sharing

Video calls offer unique opportunities to use visual aids that aren't possible in person.

Effective Visual Aid Strategies:

• Prepare slides in advance: Have professional, branded materials ready
• Use screen sharing strategically: Don't share your entire screen unnecessarily
• Keep materials simple: Avoid cluttered slides with too much text
• Practice your presentation: Ensure smooth transitions and timing

Screen Sharing Best Practices:

• Close unnecessary applications and browser tabs
• Have your materials organized and easily accessible
• Test screen sharing before the call
• Use annotation tools to highlight key points

Visual Aid Types:

• Product demos: Show your solution in action
• Case studies: Visual representations of success stories
• ROI calculators: Interactive tools to demonstrate value
• Comparison charts: Visual competitive differentiators

Strategy 7: Handle Technical Issues Gracefully

Turn Problems into Opportunities

Technical issues are inevitable. How you handle them speaks volumes about your professionalism.

Common Technical Issues and Solutions:

• Audio problems: Have a phone number ready as backup
• Video freezing: Know how to restart your camera quickly
• Screen sharing issues: Have materials available in multiple formats
• Connection drops: Have a clear reconnection plan

Graceful Handling Techniques:

• Stay calm and professional: Don't let frustration show
• Have backup plans ready: Multiple ways to continue the conversation
• Apologize briefly and move on: Don't dwell on technical issues
• Use humor appropriately: Lighten the mood if appropriate

Prevention Strategies:

• Test your setup before every important call
• Have a dedicated space for video calls
• Invest in reliable equipment and internet
• Keep backup options readily available

Strategy 8: Create Interactive Moments

Break Up Monologues with Engagement

Long monologues are deadly in video calls. Create interactive moments to maintain engagement.

Interactive Techniques:

• Ask questions throughout: Don't wait until the end
• Use polls or surveys: Interactive tools to gather input
• Request feedback: Ask for thoughts on specific points
• Use breakout activities: If appropriate for group calls

Engagement Questions:

• "What's your experience with similar solutions?"
• "How does this compare to what you're currently doing?"
• "What would be the ideal outcome for your team?"
• "What concerns do you have about implementing this?"

Interactive Tools:

• Whiteboarding: Use digital whiteboards for collaboration
• Document sharing: Real-time document editing and review
• Polls and surveys: Gather instant feedback and preferences
• Chat features: Use side conversations for questions and clarifications

Strategy 9: Master the Art of Virtual Body Language

Communicate Confidence Through the Screen

Your body language is still visible and important in video calls, but it works differently than in person.

Effective Virtual Body Language:

• Sit up straight: Show confidence and engagement
• Use hand gestures: Emphasize points and show enthusiasm
• Lean forward slightly: Show interest and engagement
• Maintain good posture: Project professionalism and confidence

What to Avoid:

• Slouching or leaning back: Shows disinterest or lack of engagement
• Fidgeting or nervous movements: Distracts from your message
• Looking away frequently: Suggests distraction or disinterest
• Crossed arms: Can appear defensive or closed off

Confidence-Building Techniques:

• Power pose before calls: Stand in confident poses to boost confidence
• Practice your presentation: Rehearse to build comfort and fluency
• Visualize success: Mental preparation for positive outcomes
• Breathe deeply: Reduce anxiety and improve focus

Strategy 10: Follow Up Effectively

Extend the Conversation Beyond the Call

The video call is just the beginning. Effective follow-up is crucial for maintaining momentum and closing deals.

Immediate Follow-Up (Within 24 Hours):

• Send a personalized thank you: Reference specific points from the conversation
• Share promised materials: Deliver on any commitments made during the call
• Summarize next steps: Clearly outline what happens next
• Ask for feedback: Request input on the call and materials

Follow-Up Content:

• Meeting summary: Key points discussed and decisions made
• Action items: Clear next steps for both parties
• Additional resources: Relevant materials, case studies, or references
• Next meeting scheduling: Propose specific times for follow-up

Follow-Up Timing:

• Immediate: Thank you and meeting summary within 24 hours
• Short-term: Additional materials and scheduling within 3-5 days
• Medium-term: Check-in and progress update within 1-2 weeks
• Long-term: Relationship maintenance and future opportunities

Advanced Video Call Techniques

Taking Your Skills to the Next Level

Once you've mastered the basics, these advanced techniques can set you apart from the competition.

Multi-Stakeholder Calls:

• Identify all participants: Know who's on the call and their roles
• Address different needs: Tailor your approach to each stakeholder
• Manage group dynamics: Ensure everyone has a voice
• Follow up individually: Personalize follow-up for each participant

International Calls:

• Consider time zones: Be respectful of different schedules
• Account for cultural differences: Adapt your approach appropriately
• Use clear language: Avoid idioms and complex expressions
• Provide written summaries: Help with language barriers

High-Stakes Calls:

• Extra preparation: Rehearse more thoroughly for important calls
• Backup plans: Have multiple contingency options ready
• Support team: Consider having colleagues available for backup
• Post-call analysis: Review and learn from every important call

Measuring Video Call Success

Track What Matters

To improve your video call performance, you need to measure what's working and what isn't.

Key Metrics to Track:

• Engagement levels: How actively prospects participate
• Follow-up response rates: How prospects respond to follow-up
• Conversion rates: How many calls lead to next steps
• Technical issues: Frequency and impact of technical problems

Feedback Collection:

• Ask for input: Request feedback from prospects after calls
• Record and review: Analyze your own performance
• Peer feedback: Get input from colleagues and managers
• Continuous improvement: Use feedback to refine your approach

Conclusion

Video calls are here to stay, and mastering them is no longer optional for sales success. The strategies outlined in this guide will help you transform your video calls from awkward encounters into powerful sales tools.

Remember, the goal isn't to replicate in-person meetings—it's to leverage the unique advantages of video calls to create more effective, engaging, and productive sales conversations.

Start implementing these strategies today, and watch your video call success rate soar. The best salespeople adapt to new environments and find ways to excel in any situation. With these techniques, you'll be well on your way to becoming a video call master.

Ready to transform your video call performance? Start with the technical setup and work your way through each strategy. Your prospects will notice the difference, and your results will show it.

The future of sales is virtual. Are you ready to lead the way?