Not getting much from your prospecting calls? You’re not alone. These days, everyone’s drowning in cold outreach, and canned intros just blur together. But if you want to actually stand out—and show you did your homework—personalizing your video call background is a subtle, surprisingly effective trick. This article is for sales reps, founders, and anyone who’s tired of being ignored in virtual meetings.
If you’re using Warmly, you can swap out your standard video call background for something that actually speaks to your specific prospect. Here’s how to do it, what’s worth the effort, and what’s mostly a waste of time.
Why Your Background Actually Matters
Let’s be honest: most video backgrounds are either boring or distracting. That fake bookshelf with the “random” plant? Everyone’s seen it. But if your background mentions your prospect’s company, celebrates their recent win, or just shows you put in a smidge of effort, you’re instantly more memorable.
People notice when you pay attention to details—especially details about them.
But don’t go overboard. A background that’s too personal can backfire and feel creepy. Keep it professional, relevant, and simple.
Step 1: Get the Basics Right in Warmly
Before you start customizing, make sure you’re set up for success:
- Install Warmly: If you haven’t already, download and install the app. It works with Zoom, Microsoft Teams, and Google Meet.
- Connect Your Calendar: Warmly pulls info from your meetings to help automate personalization. This saves you from manual copy-paste chaos.
- Set Up Your Default Background: You’ll want a fallback background for internal calls or when you’re rushed. Keep it neutral but branded (company logo, clean layout).
Pro tip: Don’t bother with fancy animations or ultra-busy designs. They just distract from the conversation.
Step 2: Research Your Prospect—But Don’t Overthink It
Personalization only works if it’s actually personal. Here’s what’s worth your time:
- Their Company: Company logo, colors, or a recent milestone (like “Congrats on your Series B!”).
- Their Role: If they’re in marketing, maybe a background that nods to a recent campaign. For engineers, something techy (but not meme-y).
- Big News: A product launch, an award, or a public event.
What to ignore: - Deep dives into their hobbies or personal life. “I see you love hiking!” is fine in conversation, awkward on a background. - Anything that feels like stalking.
Quick research tips: - Skim their LinkedIn and company blog. - Google “[Their Company] news.” - Check your CRM for any notes from previous calls.
Step 3: Design a Background That’s Subtle (Not Screaming)
Warmly lets you create backgrounds directly in the app, or upload your own images. Here’s how to make backgrounds that work:
A. Use Warmly’s Templates
- Log in to Warmly.
- Go to the Backgrounds tab.
- Pick a template that matches your style. (Don’t pick the “party” ones unless it’s actually a party.)
- Edit the text fields. Example: change “Welcome!” to “Hi [Prospect’s Name] from [Company]!”
- Add their logo—Warmly can pull it in automatically if you connect your calendar.
B. Upload a Custom Background
- Design a simple slide in PowerPoint, Canva, or Google Slides.
- Keep text minimal: One greeting line, maybe a logo.
- Export as PNG or JPG.
- Upload to Warmly.
Design tips: - Use big, readable fonts—don’t make people squint. - High-contrast colors work best on video. - Leave room for your face (don’t put important info in the center). - Avoid inside jokes or references unless you’re 100% sure they’ll get it.
What to skip: - Cheesy stock photos. - Too much text (no one reads a paragraph in a background). - Distracting animations or GIFs.
Step 4: Assign the Right Background to the Right Meeting
Here’s where Warmly helps you scale without losing the personal touch:
- Automatic Matching: If you’ve set up your calendar integration and used dynamic fields (like {{company}}), Warmly can swap in the right logo or message for each meeting.
- Manual Selection: For VIP or high-stakes calls, you might want to pick a background yourself. Just select it before you join the meeting.
- Fallbacks: Set a default for internal meetings so you don’t accidentally show your “Congrats, Acme Corp!” background to your boss.
If you’re juggling lots of prospects: It’s tempting to create a background for every single call, but that’s not sustainable. Focus on your top-tier targets, or meetings that actually matter. For the rest, use a more generic but still thoughtful background (“Excited to meet with the [Industry] team!”).
Step 5: Test It Before You Go Live
Don’t assume your masterpiece looks good until you check:
- Open your video app and preview the background.
- Make sure text isn’t hidden by your head or webcam UI.
- Confirm logos aren’t stretched or pixelated.
- Ask a coworker for honest feedback: does it look friendly, or forced?
Quick fixes: - If it looks weird, tweak it. Don’t be precious—done is better than perfect. - If you’re running late, use your fallback branded background.
Step 6: Use Your Personalized Background Naturally
Here’s the key: your background should open the door, but you still have to walk through it.
- If your background mentions their company, reference it in your intro. “Hey, noticed you all just launched that new feature—looks great!”
- Don’t linger on it. Let them acknowledge it (or not), and move on.
- If they comment, thank them—don’t launch into a monologue about your background design process.
What to avoid: - Over-explaining. It’s just a background, not a TED talk. - Acting surprised if they notice. You did it on purpose—own it.
What Works, What Doesn’t, and What’s Just Hype
Works: - Subtle, relevant personalization. Shows you prepared and care about their business. - A clean, branded fallback for all other meetings.
Doesn’t Work: - Overly personal or “cute” backgrounds. Feels forced. - Overdesigning. Simple beats clever. - Relying on backgrounds to do all the work—actual conversation still matters.
Ignore: - Trends like adding memes, TikTok references, or busy infographics. You’re not a YouTube star.
Keep It Simple and Iterate
You don’t need a graphic design degree or hours of spare time. Start with a few backgrounds for your most important meetings, see what actually gets a smile or comment, and adjust from there. The goal isn’t to be flashy—it’s to be memorable, thoughtful, and human.
Personalization works best when it feels natural, not like a desperate sales move. So keep it simple, focus on what matters, and tweak as you go. That’s how you stand out—for the right reasons.