Sales meetings are tough enough without awkward intros or that “who’s who?” scramble. If you’re in B2B sales, you know making a strong first impression can be the difference between a deal and a dead end. That’s where personalized meeting intros come in.
This guide is for sales teams looking for a no-nonsense way to use Warmly to tee up better conversations, skip the small talk, and actually connect with prospects. Whether you’re new to Warmly or you’ve poked around but never set up intros, you’ll find everything you need here—plus a few things to skip.
Why Personalized Meeting Intros Matter (and Where They Go Wrong)
Let’s get one thing straight: most meeting intros are boring, generic, or both. “Hi, I’m Jane, Account Executive at XYZ…” is not memorable. Worse, it wastes the first few minutes you worked hard to book.
Personalized intros show you’ve done your homework. They make people feel seen, which breaks down walls. But here’s the catch: if you overdo it, you sound creepy or scripted. If you underdo it, you’re forgettable.
Warmly promises to automate intros and tidbits so you can focus on the conversation. Does it always nail it? No. But if you use it right, it saves time and helps you sound like an actual human who cares.
Step 1: Get Your Warmly Account Set Up
First things first. If you don’t have a Warmly account, sign up. The product integrates with Zoom, Google Meet, and Microsoft Teams, so check your stack before you get too invested.
What you need: - Access to your company’s calendar (Google or Outlook) - Permission to install Warmly add-ins or browser extensions - A Zoom/Meet/Teams account that allows integrations
Pro tip: If your IT team is strict, loop them in early. Nothing kills momentum like an “approval pending” ticket.
Step 2: Connect Your Calendar and Meeting Platform
Warmly needs to see your calendar and join your calls. Don’t worry, it’s not reading your diary—just pulling the basics to prep for each meeting.
How to do it: 1. Log into Warmly. 2. Authorize access to your Google or Outlook calendar. 3. Connect your video platform (Zoom, Google Meet, or Teams).
What to look out for: - If you’re only connecting your personal calendar, you’ll miss out on team features. Use your work account. - Some meeting types (like recurring team standups) don’t need all the bells and whistles. You can filter which meetings Warmly preps for.
Step 3: Build Your Sales Team Profiles
Warmly works best when your team’s info is up to date. This is the stuff prospects see on your meeting intro slides or digital business cards.
What matters: - Name, title, and headshot (keep it recent—no 2014 LinkedIn selfies) - A short, punchy bio that’s not your resume - Pronouns, location, and a fun fact (optional, but helps break the ice)
Skip the fluff: No need for mission statements or inspirational quotes unless you’d actually say them out loud.
Why bother? Because a well-done profile makes you relatable and signals you’re not a robot.
Step 4: Set Up Automated Meeting Intros
This is where the magic happens. Warmly can generate a slide or card for each meeting, pulling in details about you, your company, and—here’s the best part—your guest.
How to set it up: 1. Go to Warmly’s “Meeting Intros” or “Personalization” section. 2. Choose your default intro template. Keep it simple: your name, role, and a tidbit or two. 3. Enable guest research. Warmly will try to match meeting attendees to LinkedIn profiles and public info. 4. Pick which fields show up (company, title, time zone, mutual connections, etc.). 5. Set “personalization rules”—for example, always show how long you’ve worked at your company, or bring up mutual alma maters if they exist.
What works: - Mentioning something relevant but not stalkerish (e.g., “I see you’re based in Austin—how’s the BBQ scene?”) - Calling out mutual connections or shared backgrounds
What doesn’t: - Overloading the intro with every detail Warmly finds - Generic small talk (“How about that weather?”) - Trying to be funny if it’s not your style
Pro tip: Preview your intros before meetings. Sometimes Warmly’s data is off (wrong job title, outdated photo). Don’t rely on automation blindly.
Step 5: Customize by Meeting Type or Audience
Not every meeting needs the same level of personalization. For a first sales call, you want to sound prepared but not pushy. For a technical demo, keep intros brief.
How to do it: - Use Warmly’s template options to create different intros for: - First-time prospect calls - Follow-up meetings - Internal handoffs - Adjust which fields show up for each template
When to skip intros: Internal meetings, recurring training sessions, or any meeting where everyone already knows each other.
Honest take: Over-customizing wastes time. Set two or three templates, max, and tweak as needed.
Step 6: Share and Use Meeting Intros in Real Life
When your meeting starts, Warmly will display your personalized intro—usually as a virtual background, slide, or sidebar card, depending on your platform.
What you need to do: - Make sure Warmly is running before the meeting - Confirm your camera and virtual background are set - Greet guests and reference the personalized intro naturally (“Looks like we both went to state schools—small world!”)
What to avoid: - Reading the intro word-for-word (you’ll sound like a robot) - Ignoring the intro altogether (why bother setting it up?)
If something glitches: Have a backup. If Warmly fails to load, just introduce yourself the old-fashioned way.
Step 7: Review and Iterate
No tool is perfect out of the box. After a few meetings, ask your team and even prospects what landed and what felt weird.
What to check: - Is the data accurate? - Are intros sparking real conversation? - Is anyone creeped out by the info you’re surfacing?
How to improve: - Edit your templates based on feedback - Disable fields that get weird reactions - Keep tweaking until it feels natural
What to Ignore (and What Not to Sweat)
- Over-personalization: Don’t mention three mutual LinkedIn connections or someone’s college mascot unless it’s truly relevant.
- Automation Fails: Sometimes Warmly pulls the wrong info. Don’t make a big deal out of it—just correct yourself and move on.
- Metrics Overkill: Warmly offers analytics, but don’t obsess over them. Focus on whether your meetings feel more natural.
Keep It Simple and Keep Improving
Personalized meeting intros can open doors, but they’re not magic. Use Warmly to automate the basics, but don’t let it turn you into a robot. Start simple: set up your team profile, pick a couple of solid intro templates, and see what actually helps you connect.
Iterate based on what works for you—not what the software says is “best practice.” And if something feels cheesy or overdone, trust your gut and change it. The best meetings start with a real human connection—tools like Warmly should just help you get there a little faster.