The rise of virtual client meetings has transformed how tax professionals connect with their clients. While meeting online offers convenience and flexibility, it also comes with unique challenges that require preparation and professionalism to ensure success. Here are six best practices for holding effective virtual client meetings during this busy tax season.

1. Set the stage with clear communication

Before your virtual meeting, confirm the details with your client, including the platform you’ll be using (Zoom, Microsoft Teams, etc.) and how to access the meeting. Share a clear agenda ahead of time so your client knows what to expect and can prepare any necessary documents. A little preparation goes a long way in keeping the meeting focused and productive.

2. Create a professional environment

Your virtual meeting space should reflect the same level of professionalism as your physical office. Choose a quiet, well-lit area with a neutral background. If possible, use a professional or branded virtual background. Eliminate distractions by silencing notifications and ensuring family members or pets won’t interrupt.

3. Leverage secure technology

Client confidentiality is a cornerstone of your work as a tax professional. Use a secure video conferencing platform and ensure all shared files are sent through encrypted channels.

It’s also important to have a written information security plan (WISP) in place for your office, as required by federal regulations and many states. A WISP outlines how your firm protects sensitive client data and mitigates risks associated with data breaches. NATP offers resources to help you get started on creating or updating your WISP, and members can get a discount on additional education that covers creating and implementing a WISP.

4. Prepare and test your technology

Technical difficulties can derail even the best-laid plans. Before the meeting, test your internet connection, camera, microphone and any tools you’ll be using to share your screen or documents. Encourage your clients to do the same, especially if they’re unfamiliar with virtual meetings.

5. Engage and personalize the experience

Virtual meetings can sometimes feel impersonal, so take extra steps to connect with your client. Begin by checking in with them and asking how they’re doing. Make eye contact by looking into the camera and acknowledge their concerns throughout the meeting. Use screen sharing to walk them through important documents or calculations, ensuring they feel involved and informed.

6. Follow up with clear action steps

After the meeting, send a follow-up email summarizing the key points discussed and any next steps. Include links to any forms or resources they’ll need and a reminder of upcoming deadlines. This recap not only helps your client stay organized but also reinforces your professionalism and commitment to their success.

Elevate your virtual client meetings

Virtual meetings are here to stay, and mastering this format is essential for modern tax professionals. By preparing thoughtfully, leveraging secure technology and engaging with your clients effectively, you can provide the same level of exceptional service as you would in person. Here’s to a successful and productive tax season!