How do you adapt your communication style and tone to different potential clients at a virtual conference?

1 Identify your audience

Before you start communicating with any potential client, you need to do some research and analysis to understand who they are, what they need, and what they expect from you. You can use various sources of information, such as their website, social media, LinkedIn profile, event registration data, or previous interactions. Look for clues that indicate their personality type, communication style, pain points, goals, and interests. For example, are they analytical, creative, assertive, or empathetic? Do they prefer facts, stories, visuals, or emotions? Do they have a specific problem, challenge, or opportunity that you can help them with? Do they share any hobbies, passions, or values with you?

2 Adjust your tone and language

Once you have a clear picture of your audience, you can adapt your tone and language to match their preferences and expectations. Your tone is how you express your attitude, mood, and emotions through your voice, words, and body language. Your language is the choice of words, phrases, and expressions that you use to convey your message. Depending on your audience, you may want to use a more formal or informal tone, a more professional or casual language, a more positive or negative tone, or a more direct or indirect language. For example, if your potential client is analytical and factual, you may want to use a formal tone and a professional language, with clear data, evidence, and logic. If your potential client is creative and emotional, you may want to use an informal tone and a casual language, with stories, metaphors, and humor.

3 Use the right channel and format

Another aspect of adapting your communication style and tone is choosing the right channel and format for your communication. A channel is the medium or platform that you use to communicate, such as email, phone, video call, chat, or social media. A format is the way that you structure and present your communication, such as text, audio, video, image, or slide. Depending on your audience, you may want to use a different channel and format that suits their preferences and needs. For example, if your potential client is busy and impatient, you may want to use a channel and format that are quick and easy to access, such as email or chat, with short and concise messages. If your potential client is curious and attentive, you may want to use a channel and format that are engaging and interactive, such as video call or slide, with visuals and questions.

4 Be empathetic and respectful

No matter what type of potential client you are communicating with, you need to be empathetic and respectful. Empathy is the ability to understand and share the feelings and perspectives of others. Respect is the act of showing consideration and appreciation for others. Being empathetic and respectful means that you listen actively, acknowledge their opinions and emotions, avoid assumptions and judgments, and show genuine interest and care. For example, you can use open-ended questions, reflective statements, and positive feedback to demonstrate empathy and respect. You can also use their name, avoid interruptions, and maintain eye contact to show that you value their time and attention.

5 Follow up and follow through

The last step of adapting your communication style and tone is to follow up and follow through with your potential clients. Following up means that you contact them after your initial communication to check in, provide additional information, or ask for feedback. Following through means that you deliver on your promises, meet your deadlines, and achieve your goals. Following up and following through are essential to build trust, credibility, and loyalty with your potential clients. For example, you can send a thank-you email after a virtual conference session, share relevant resources or case studies, or schedule a follow-up call or meeting. You can also update them on your progress, report your results, or ask for referrals or testimonials.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?