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Despite the proliferation of tools such as Zoom since 2020, which resulted in a greater ease with video conferencing and virtual meeting tools for consumers and professionals alike, there are still some good baseline tips that apply for all. Inspired by a recent article in The New York Times Well section, let’s ponder some ways to make things less awkward on video for those of us in the real estate space.
Not everything needs to be a video call, and not everything needs to be a meeting. All of that said, my favorite and primary reason to suggest a video call is if the discussion is something that in any other circumstances we would wish to discuss face to face; today, quite often the most expedient way to do that is Zoom or FaceTime.
When you are trying to arrange a conversation, it’s best to ask not only when the call would work but the method preferred. Some platforms are easier to use than others, and what you choose may depend on your needs during the call.
In today’s fast-paced real estate market, effective communication is paramount. As we increasingly rely on digital tools like Slack and Zoom, it’s essential to navigate these platforms with professionalism and clarity. Drawing inspiration from recent insights on virtual communication, here are key strategies tailored for real estate professionals:
Set clear expectations
Digital communication can often lead to misunderstandings. To mitigate this, always specify response times in your messages. For instance, when sending an email, indicate when you need a reply, such as, “Please get back to me by the end of the day tomorrow.” This clarity helps manage expectations and reduces unnecessary stress for both parties.
Choose the right communication medium
For quick updates or questions, a brief message via email/text or a phone call might suffice. Reserve Zoom meetings for discussions that benefit from face-to-face interaction, such as detailed client consultations (especially initial consultations) or team strategy sessions. This approach respects everyone’s time and ensures efficiency.
Maintain professionalism in virtual meetings
Your virtual presence speaks volumes and is an extension of your “in person” presence. Ensure your background is tidy and free from distractions. Good lighting and clear audio are essential. I feel like I’ve mastered the art of my “video” attire; my general goal is for things to be an extension of the in-person experience to convey professionalism and build trust with clients and colleagues.
I love having virtual backgrounds as an option; you can get quite creative with them, and many platforms have the ability to blur backgrounds as well. I have my headshot loaded to my profile, so that if, perchance, there’s a compelling reason my camera is off, I have a great photo in its place.
I also understand the delicate dance of balancing one’s privacy, especially as it pertains to where you may be working from; virtual backgrounds and blurring definitely come in handy.
Protip: Hide self view. After making sure all is well, I prefer to hide seeing myself on screen if I am presenting with the camera on. It helps me to keep focus on everyone else
Be mindful of tone and typos
Written communication lacks the nuances of verbal cues, making it susceptible to misinterpretation. Before sending messages, especially those conveying important information, proofread for typos and ensure your tone is courteous and clear. Remember, a well-crafted message reflects your attention to detail and professionalism.
Foster personal connections
Building relationships is at the heart of real estate. Even in a virtual setting, take time to connect on a personal level. Begin meetings with a brief check-in, or occasionally schedule virtual coffee chats. I am a big fan of catch up calls, and catch up video calls. These efforts humanize digital interactions and strengthen professional bonds.
Leverage technology wisely
Utilize tools that enhance communication without overwhelming recipients. For example, collaborative platforms like shared document editors can streamline the exchange of information. However, be cautious with features that could inadvertently pressure colleagues or clients. Balance is key.
Respect boundaries
The flexibility of digital tools can blur the lines between work and personal time. Establish and respect boundaries by communicating during agreed-upon hours. If you need to send a message outside of typical working hours, consider scheduling it to be delivered at the start of the next business day.
No matter the medium (particularly if it’s after a call or Zoom), send a recap of the outstanding items and action items. Have clear discussions with people about their preferences insofar as working hours; as an advisor with clients and colleagues across literal continents, I am always mindful of time zones, which may account for my personal preference of email first.
I am a huge fan of enabling Do Not Disturb, but I also understand the many reasons why that is not always feasible. For many years, even once the possibility was available, as an emergency contact and elder caregiver, I had to be extra available at all times)
By implementing these strategies, real estate professionals can navigate digital communication platforms effectively, ensuring clear, professional, and personable interactions that foster trust and success in the industry.
Nikki Beauchamp is an advisor with Sotheby’s International Realty in New York City. Connect with her on LinkedIn.
