5 Tips to Maximize Setting Your Sales Appointments

Setting sales appointments with prospects is one of the most important steps in moving closer to closing a deal and building an effective sales process. It’s the first impression prospective clients have of your business, and is really an extension of marketing. But reaching the ambitious sales targets that most organizations set can sometimes be challenging even with the presence of the right benchmarks and performance standards. It is tricky to do and one has to be fairly strategic and relentless in their appointment pursuit.

This is why it is important to prepare beforehand for the initial contact in order to create a good first impression. You should also be able to recognize the tools at your disposal and leverage them to get the prospect interested in your business. 

In this article, we will share 5 tips to maximize setting your sales appointments and eventually close more deals. 

1. Answer the Phone Quickly

A quick or delayed response can set the difference between boosting sales or your business missing out on incredible opportunities.

According to a study, companies that responded within an hour to their prospects’ queries were seven times more likely to move the lead down the sales funnel compared to companies that responded late. Failing to respond sooner than an hour or even within a 24-hour range negatively impacted companies’ Return on Investment (ROI).

In general, inbound leads – that is, prospects that reach out to you – have a significantly higher close rate than outbound leads. Thus, consider a ringing phone your best friend and answer it as quickly as possible.

Dedicate a person whose job is to attend the phone and ideally answer it within two rings. This would provide the prospect with prompt service and answer any urgent queries they may have, setting a positive tone for the business right from the get-go.

2. Establish a Rapport Right Away

To maximize setting your sales appointments, it is vital that you build trust and rapport with your prospects. Brand trust is more important than ever today with a  survey showing 70 percent of consumers agreeing that they are more likely to buy from a brand they have confidence in.

Safe to say, the rapport you build is going to be the foundation that will support any interaction you have with the prospects.

Your prospects are simply not going to hand over their time and money to your business if they don’t trust what you are saying. Most clients are looking for a human connection with the business they reach out to. They want a personalized experience and this is where asking the right questions can really help.

Help your prospect loosen up by engaging in a lighthearted conversation with them. Focus on getting to know them as a person. Ask questions that are empathetic and show a genuine desire to help them.

3. Be Empathetic

One basic aspect of setting your sales appointments is having empathy for your prospect. As a sales professional, it is not your job to judge but rather provide a service and offer a solution.

Acknowledge the concerns they have. Avoid interrupting and let them speak. People can spot disingenuous behavior and most likely will be able to tell whether you really have their best interests at heart.

Based on a large-scale survey by M&C Saatchi Network, 32 percent of consumers said that the gap between brand promises and the actual experience and empathy is widening. A further 61 percent of consumers said that they would switch brands if another brand would provide a better experience.

Therefore, genuinely lend an ear to the customer’s problems. Provide them with an empathetic experience by being interested in their life or business rather than thinking of them merely as a client.

This way, you will be able to connect with the prospect through real-life human experiences. You will be better able to speak to their pain points which would then lead to better appointment-setting.

People do business with people they like and trust. Being empathetic will make people like you and say yes to a follow-up sales appointment.  

4. Control the Conversation

Whenever a prospect reaches out to you, it is because they are looking for a solution to a question or a problem they have. In this situation, you are the expert that they have turned to for advice. They need you to tell them what their best option is.

As the expert, it is your job to control the flow of the conversation and provide the appropriate advice.

Ask the relevant questions early on in the call to discover as much about the prospect as you can. Based on that information, you should then tailor the call to keep their attention.

Knowing your prospect’s interests and struggles will also help you provide a better service. You would be able to refer them to the best person or set an appointment that will hire your firm to help them.

5. Be Flexible

Now that you have built interest and curiosity, it is time to move the prospect on to the next stage by setting the sales appointment. It’s now time to book the sales call.

Remember to not be vague. Give the prospect your best option (or first available appointment) first. Ask them whether that works for them. In case it doesn’t, ask them for their availability and schedule. Work with them to find a time that will increase the likelihood of them showing up for the appointment, but doesn’t create an inconvenience for you or your company.

As a general rule, never schedule more than 24 to 48 hours in advance. Doing so will leave a large window of time completely open where a prospect is likely to find another company they can meet with sooner, cancel the appointment or lose interest and not show up for it.             

The Bottom Line

Setting sales appointments with prospective clients is all about relationship building. The more genuine and empathetic you are, the more success you’ll see.

Following the tips mentioned above can help you overcome some of the roadblocks associated with appointment setting. They will give you the confidence to engage in a value-packed discussion that can open your business to profitable customers and investors by maximizing your effectiveness at setting appointments.