How to Turn Your Virtual Meetings into Closed Deals

Learn how to close deals in virtual meetings with this step-by-step guide.

91% of Sales Reps find it difficult to gain a buyer’s attention and keep them engaged in a virtual meeting.
(RAIN Group)

Virtual meetings are more challenging than in-person interactions — but with the right tools and techniques, they can be equally effective, and in many cases, even more efficient. With buyers spending more time online and hybrid work becoming standard, mastering virtual selling is no longer optional.

Why virtual meetings are harder — and what you can do about it

Building relationships

Creating rapport virtually is harder. All the subtle cues we rely on — body language, shared space, small talk — become limited on-screen. This means sellers must be more intentional, more structured, and more engaging.

Technology obstacles

Technology doesn’t always cooperate, but the good news is: everyone is in the same boat. What matters is preparation, adaptability, and having a reliable setup.

Distractions are everywhere

According to recent virtual-behavior studies:

• 82% multitask on unrelated work
• 55% prepare food or eat
• 40% check social media
• 25% play games
• 20% shop online

This means: your buyer’s attention is fragile — and you must work actively to keep them engaged.

1. Consider your tech stack

Choose video conferencing software that fits your workflow and your buyers’ preferences.

Stand when you speak to increase presence and show full body language — virtual or not, humans read physical cues. Use gestures, movement and variation to make the meeting feel alive.

For presentations, avoid static slides.
Interactive, visual content is remembered far more effectively than flat materials. This is where Prezentor makes a majordifference: its interactive presentations keep buyers actively involved rather than passively listening.

After the meeting, use engagement tracking to understand buyer interest. Prezentor Insights shows exactly what the buyer viewed, revisited or ignored — helping you follow up with precision.

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2. Plan for relationship building

Do your homework. Show genuine interest. Smile, keep your camera on, and bring energy — because virtual selling magnifies the importance of presence and empathy.

Be Attentive and Engaged

Your attention must go beyond the screen — it must reach the buyer. Bring your authentic personality. Buyers connect with people, not scripts.

Many sellers struggle to build rapport virtually, but those who amplify their “authentic power” create stronger bonds. You can’t control your buyer’s environment — but you can control how you show up.

Serve the Buyer

Shift focus away from the sale and toward helping the buyer solve meaningful challenges. Buyers feel instantly when a seller is self-interested.

Instead:

• Provide insights
• Bring new ideas
• Add value during the meeting

When buyers feel supported, they stay engaged — and are far more likely to say “yes.”

Practice Active Listening

RAIN Group’s study shows that buyers avoid companies that don’t listen — it is one of the top factors influencing purchase decisions.

Listen to understand, not to respond.

Deep listening improves trust and helps you tailor the meeting effectively.

Understand the Buyer

When buyers feel understood, resistance drops. You can adapt your meeting to their true needs, not assumptions.

Open a Collaboration

Virtual meetings should feel like working with the buyer, not at them.

Collaboration increases ownership, reduces friction, and builds loyalty. The more buyers feel you are their partner, the more they want to continue working with you.

3. Visualize your needs discovery

In virtual meetings, spoken words alone get lost. Buyers forget quickly.

But when you visualize needs, the meeting becomes memorable.

Interactive visual elements — especially those that buyers can react to or shape — increase engagement dramatically. With Prezentor, you can display a needs discovery module where the buyer sees their own priorities reflected on-screen.

For example:

If the buyer says ROI is crucial, checking the "ROI" box visually reinforces alignment. Writing down needs together also creates co-ownership — it becomes your shared meeting.

This approach:

• Increases engagement
• Reduces misunderstandings
• Creates clear expectations
• Makes the meeting relevant and buyer-centered

Visualization turns needs discovery into a shared narrative — not a questionnaire.

4. Create sales content that facilitates an engaging dialogue

Virtual communication relies heavily on the visual channel. When you show instead of only tell, retention skyrockets (as neuroscientist John Medina highlights).

Use content that:

• Encourages interaction
• Aligns visuals with speech
• Opens space for questions and deeper thinking
• Reflects the buyer’s environment or industry

Example: Berendsen visualised a public bathroom to help buyers imagine cleaning workflows. With Prezentor, such scenes can be built interactively, letting buyers click into elements, explore options, and personalise scenarios.

Personalization matters. Buyers today expect content that reflects their brand, their colors, their world.

5. Model Customer-Specific Impact

Buyers complete 60–70% of research before talking to sales — they come educated. What they need from you is not generic value statements but specific, personal impact.

This means building the case together during the meeting using:

• Their numbers
• Their assumptions
• Their performance metrics

Start small (“what if conversion increased by 1%?”) to build trust. Guide them through:

• Number of reps
• Average deal size
• Monthly opportunities
• Current conversion rates

Usually, even a 1% improvement shows significant impact — creating momentum for deeper discussion.

Once aligned on the impact, you can take it further with an ROI calculation. Prezentor’s calculators make this part seamless and interactive.

Whether you model impact in Excel, Prezentor, or another tool is less important than the fact that you do it. Impact modeling increases engagement, trust, and meeting success rates dramatically.

Final Thoughts

Virtual meetings demand more from sellers — more clarity, more visualisation, more empathy, more structure. But when you:

• Use the right tech
• Build relationships intentionally
• Visualize needs
• Create interactive content
• Model personal impact

…you transform virtual meetings into high-impact conversations that move deals forward.

And with Prezentor, your virtual meetings become more interactive, more data-driven, and more customer-centric — increasing your chances of turning each meeting into a closed deal.