Top 5 Tips for Better Appointment Setting Calls in 2023

Top 5 Tips for Better Appointment Setting Calls in 2023

Appointment setting calls require a special kind of persistence and communication skills. They should pique prospects’ interest enough to get them to agree to schedule a meeting with your sales executives.

It helps to be genuinely interested in the life and business of your prospect. Sounding disingenuous will only turn them off.

1. Prepare Your Script

A good appointment-setting script is essential to a successful call. It must intrigue the prospect enough to secure a meeting. It should also provide them with valuable information about your company and its products. However, you should be careful not to oversell or sound desperate on the call. This can scare off the lead and leave them with a negative impression of your business.

To avoid this, SDRs should write a script that is targeted to their audience’s buyer persona and understand their company’s product. This will help them anticipate what their prospects might want to hear. Additionally, they should know the best time to contact their target prospects. For example, it is important for B2B SDRs to research their prospects’ businesses and determine the optimal time to reach them by researching typical office hours in their respective time zones.

During the appointment-setting call, it’s important for SDRs to mention any relevant information about their prospects’ companies. This will help them position themselves as an expert and build trust with their prospects. It will also prevent any potential misunderstandings when scheduling a meeting. After the call, SDRs should follow up with a calendar invitation to confirm the details of the appointment.

2. Be Empathetic

Empathy is the ability to understand and share another’s feelings. It’s critical to building relationships, especially when you work remotely and/or with a distributed team.

It’s important for appointment setters to be empathetic during calls because they need to be able to identify prospects’ needs and position their product as the solution. They also need to be able to handle objections and rejection from prospects.

The best way to be empathetic is to listen attentively to the prospect and ask questions that show you are interested in their business. It’s also helpful to avoid using a “sales” tone. Appointment-setting calls are meant to pique the prospect’s interest enough to schedule a meeting, not to sell them something.

To develop empathy skills, managers can have their teams take part in a morning huddle to discuss ways they can better engage with their prospects during appointments. They can also have them participate in an exercise that involves listening to and discussing nonverbal expressions and body language. This will help them understand how to be a more empathetic person and can improve their performance on call.

3. Ask the Right Questions

When it comes to appointment setting, the most important aspect is understanding a prospect’s needs and pain points and positioning your product or service as a solution. This can be accomplished by asking the right questions during a call. Many appointment setters make the mistake of not being precise with their questioning and letting their emotion take over, which can cause prospects to feel uncomfortable or cornered.

This can also lead to a negative perception of your company, which isn’t good for the long-term health of your business. Using the right tools can help you avoid these mistakes, such as an appointment setting software that makes it easy to check time zones, send email reminders, and qualify and nurture prospects.

A lot of businesses think that they don’t need to put effort into appointment setting, but this is not the case. Appointment setting is a crucial part of the sales process and can be the difference between landing a new client or not. Getting this first step right can save you a lot of time and money down the line.

4. Be Honest

It’s critical that an appointment setter always be honest and upfront. They should never pretend to be interested in a prospect or give a false impression about the product they’re selling. This will only leave a negative impression on the prospect and ruin their brand image.

When a prospect receives an appointment setting call from someone who sounds deceptive or dishonest, they will immediately lose trust in the salesperson and company. The best way to build trust and credibility is by being honest at all times, even during the most challenging conversations.

It’s important to remember that the goal of an appointment setting call is to entice a prospect enough for them to schedule a face-to-face meeting with you. That’s why it’s crucial to do your research and know exactly what you want to achieve from the conversation. Also, knowing when your target prospects will be available helps. For example, you should avoid cold calling consumer prospects during dinner or when they’re watching a movie with their kids. Instead, try calling them during lunch or when they’re on break at work.

5. Be Flexible

If you have a great product or service and are using the right digital tools to reach prospects, then it’s important to be flexible during the appointment setting process. This includes following up with prospects who don’t respond and circling back to those who show interest but aren’t ready to move forward in the sales cycle yet.

Appointment-setting calls are designed to pique a prospect’s interest enough that they schedule a face-to-face meeting with your sales team. This is different from the goal of closing a deal, which can seem pushy and turn off prospective customers.

To avoid this, appointment setters should focus on educating their prospects by sharing valuable information about their business and how they can help. This personalized approach is more likely to lead to a successful conversion compared to generic cold calling methods. Additionally, appointment setters should be flexible in the way they communicate with prospects by considering time zones, asking whether the prospect has time to talk, and doing research to understand their business needs and goals. This allows the sales team to tailor their outreach and products or services to their target audience, which can ultimately shorten the sales funnel.