Setting up an appointment takes more than just organization on your part; you must also take into consideration respect for your prospect’s time and the best strategies you must employ to gain their complete attention. An appointment helps gauge interest, establish a relationship, and enables prospects to share details about their needs without being forced.
Sales tips should always include how to set appointments. Regardless of whether the meeting is on the phone or in person, business to consumer or business to business, a cold call or a warm call, every salesperson needs to understand how to set appointments. Sales can be a tough business, and it can be made easier with effective appointment setting skills that reduce frustration for both you and your prospects.
When Calling With a Name:
Greet your contact with a semi formal greeting such as “Good afternoon”, or whatever time of the day it is.
Then say, “I’m quickly calling to introduce myself. I’m very impressed with (something they have done, or the company is doing – you can find this on LinkedIn, or via press releases, if there is nothing new or impressive, then don’t use this approach of course). I hope your day is going well! Do you have five minutes now, or is there a better time to call back?”
They will usually reply that it’s a bad time and request you call back. Answer with, “Great! What day and time is best for you? I’m available on Friday morning at 9am, does that work for you?” If they say no, then offer Monday at 2pm, keep giving dates and times till they say ok. If they say they aren’t interested, respond that you understand, but it’s your job to make a quick introduction. Then get back to asking for an available time by requesting a day and time until they give you one. Close with, “Thank you; what’s your email address so I can send an invitation?”
When Calling Without a Name:
Introduce yourself, greet your contact with a ‘good afternoon’, or whatever time of the day it is. (You have dialed their direct number, not a receptionist, or assistant.) In this case say, “Quickly, are you available for five minutes so that I can introduce myself?” If they say no, then answer with respect for their time. “I understand you’re likely very busy. I’ve just been assigned this business (or this area) and it’s my job to quickly introduce myself to purchasing managers in this industry. I’m getting in touch to share an exciting project my company is developing for homeowners, renters, or (whatever is relevant) in your area. Are you available for a quick introduction Friday at 9 am? I’ll only need about 5 minutes.”
If they say no, then ask if they are available on Monday 2pm, then keep asking for dates and times until they give you one, or give up. When they say ok, then ask for their email address so that you can send them an invite for a five-minute call. Close the call by saying thank you using their name (make sure you get their name on the call and write it down). If it’s not in their email address, then ask them for it. Before ending the call, assure them their email address is not going into a database and no one will spam them. Make sure to honor this – only you are using their email address.
Always be pleasant, don’t be rude or lose your patience. It’s your job to talk to them, not theirs to talk with you, so be kind. Be persistent, use a nice tone of voice, and keep that smile on your face all day long. If they hang up, it’s ok. Call them back next week and try again.
If, after your third try, they won’t give you an appointment or hang up on you, then use this next step:
Greet them with ‘Good afternoon’, or whatever time of the day it is and say, “I hope you are doing great today. I’m calling back to introduce myself.” In the meantime, you should have found something either in the previous conversation or online in their area of business or about them that’s interesting and name it.
For example, “Did you get a chance to go to the game, or event last weekend?” If they say no, then say, “Oh, I’m sorry to hear that, it was quite fun…” Find a point of relatability by giving a little detail in a fun, lighthearted way.
Be polite and then ask, “Is this a good time for me to quickly introduce myself?” If they still say ‘no’, then go back to finding a day and time. If they still won’t give you a time then say, “I’m really sorry, I’m new to this area and it’s my job to quickly introduce myself, is there any time we can do this?” If they say ‘yes’ then ask when, if they say ‘no’ then wish them a good day and leave them for a couple weeks.
Don’t let them push you to go over your product, or information too quickly; tell them you need to have their attention and you would hate for them to have to listen to you when they are in the middle of something else. Be polite and speak for their benefit. Don’t let them force you to present, be strong and keep your introduction the bait to get them on that meeting introduction call.
Be patient with yourself and check out my post 11 Cold Calling Techniques. The key to cold calling, or warm calling, is persistence. Be very professional and kind in the beginning, but as time goes by get a little more fun and silly if that’s your personality. I’m a goofy person, so I add a couple little jokes and make fun of myself. If you aren’t a funny person, then don’t fake it. Focus on what your strengths are in this area. If you love sports and you find they like sports too, then use that as an ice-breaker. Good introductions and great appointment setting takes practice, so make those calls and have fun with it.
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