As a crucial element of b2b demand generation, appointment setting goes hand in hand with the sales cycle. After finding a prospect for your product, the next step is to pitch it in, making it as appealing to them as you can. For this purpose, you need to set a meeting, prepare your presentation, and prepare yourself to make a lasting impression.
At the same time, keeping the client’s interest and availability in view is of prime importance. Clients that may have similar options like your product/service – or are too busy with their affairs – may be more interested in results instead of lengthy details.
This is where effective appointment setting comes in.
- How can you generate demand for your product/service through an effective appointment setting?
- How valuable are appointment-setting services in your demand lead generation?
Here are some result-oriented strategies and examples to help you.
Why You Need an Effective Appointment Setting
Gone are the days when your secretary, P.A., or someone from the sales department gives a formal call to introduce your business. That was the time when businesses had limited scope as well as resources.
Thanks to technological advancements, a business in one part of the world can find a handy resource from the other part of the world. We have loads of examples of b2b services:
The Philippines, for instance, is on top of the list for providing high-quality call centers to businesses around the globe. Singapore and Ukraine are respectively in second and third spots. The aim was to offer cost-cutting.
Customer support isn’t just one thing businesses seek help with; there are many aspects to talk about. However, they choose product or service providers based on their differential advantage, quality of service, query resolution, and the like.
So, if you think you can generate sales without talking to your potential sales prospect, you’re mistaken. You can expect your prospect to purchase because you have established a two-way communication channel, and they are interested in what you’re offering.
If you wish to make more sales, developing an appointment setting can help you out. When you avail of appointment-setting processes, it will eventually improve your sales process while maintaining your pipeline with optimal feedback.
Keeping this in perspective, here are a few reasons why an effective appointment setting can take your business to the next level.
- Reduce time for sales conversion
- Lesser resource management
- Reduce business costs
- Hiring skilled individuals
- B2B lead generation
Appointment settings are performed by your business executive so they can set up sales meetings between a lead and your sales team. The sales team will then strategize their pre-sales motion and develop a presentation to convert the said prospect into a sale.
Appointment setters or negotiators are responsible for setting the stage for the sales presentation. To ensure they score a meeting with the client, the appointment setters must have impeccable tone, style, and comprehensive information on the product the brand sells to make an impression on the prospect.
Effective Appointment Setting Strategies
As you have read, a sales appointment setting is essential to grow your brand’s B2B sales and increase revenue. When you land an in-person or virtual meeting with a prospect, you have a better chance of addressing the leads’ pain points and convincing them you’re offering the ultimate solution to all their problems.
However, scheduling B2B sales appointments is not a piece of cake. You must strategize your pitch before you can score a meeting with a potential client.
So, what are the strategies you can use in this regard to ensure you land a meeting with a potential prospect?
Here are a few strategies you can use.
1. Acquire Necessary Information
Before you pick up your phone and start calling leads, you must discuss various aspects with a sales professional to better understand what you’re selling and who you’re selling it to. If you don’t have access to sales intelligence, you will have difficulty talking to decision-makers and influencing them.
For this, you can leverage professional appointment-setting services or AI tools that will provide you with the necessary information regarding:
- Confirmed email addresses of potential prospects
- Direct-dial phone numbers
- Tech stack
- Competitor information
- Opportunity insights
- Company demographics
Once you call them and know all the necessary information for the conversation, the prospect will know they are talking to a professional and will be more interested in knowing what you have to say.
2. Never Take Too Much Time
If you want to come off as a professional appointment setter, you must value your lead’s time. Always ask before initiating the conversation whether the lead has sufficient time on their hands or not. If not, ask them for another suitable time to set up the appointment.
This will leave a lasting impression on the mind of the potential prospect that you were more willing to value their time and didn’t waste any of it. They’ll be interested in knowing what you have to say and will give you sufficient time to listen the next time you set up the call.
3. Be the Problem Solver
B2B prospects are interested in buying products and services that will solve a problem for them. Therefore, it depends on how well you listen as a salesperson and provide them with the ultimate solution to their issues.
While setting an appointment, ask them about all the problems and issues they are facing and note them down while you can. Tell them how one meeting with your company can provide all the solutions they are currently looking for.
Once you set up the appointment, make a detailed document about all the concerns your prospect has shared and then share it with the sales team. During the meeting, the sales team should address all the mentioned concerns and ensure that you offer them the solutions they need.
Be the ultimate problem solver, so the prospect is more inclined towards accepting your offer.
4. Talk Less, Listen More
When you’re making a sales call, you have to face the fact that if you speak more without letting your potential prospect add anything to the conversation, you will have a very short sales call.
Always listen to what your prospect says before diving deep into the solutions you possess. Your prospect will have heard by this point and hope you take their concerns seriously.
5. Leverage AI Chatbots
It may seem like hiring appointment setters would be too much of an effort, but you don’t have to see it that way. There are plenty of appointment-setting services available that you can invest in.
You can also leverage AI chatbots for scheduling meetings and calls with potential prospects on your website. You must install these chatbots on your webpage and let the customers have a detailed conversation with them.
The chatbots will work as an automated CSR, provide your customers with potential solutions and offer further assistance by setting up meetings with your sales professionals. This is a great way to land more prospects and enhance your sales pitch.
6. Use Appointment Scheduling Apps
Lastly, another strategy you can use to improve the sales cycle length is appointment scheduling applications. These apps will help reduce administrative tasks while ensuring all the appointments are synced to your calendar, and you will receive reminders well within the meeting time.
This way, you can ensure your company never misses a meeting, and everything in the sales pipeline is on schedule.
B2B Appointment Setting Examples
On-Call Appointment Setting
You can start by making a phone call to your potential prospect. But before you do that, you need to ensure you’re not calling someone during their nap or peak work hours. Also, when you call, ask them if they have time to listen to what you’re offering and if they seem agitated, don’t pressure and ask them politely when you can schedule another call.
This way, you won’t lose a potential prospect on the first chance and will also land an opportunity to make your case in better circumstances.
Appointment Setting Emails
You can also set an appointment via email. You can draft a convincing email and let your prospect know about the problem they could be facing and how you have the ultimate solution. Tell them about your company and ask them politely if they can give you the time to discuss the matter further.
Recently, AI chatbots have been used by many b2c businesses. The aim is to offer round-the-clock assistance to customers irrespective of their time zones. The same can be applied to your b2b demand generation strategy.
As time progresses, AI-powered chatbots have become advanced, making it effortlessly simple for b2b collaboration. You can train your AI chatbot on common customer queries and improve their response through formulas, complex calculations, logic blocks, etc.
So, as you have read, converting leads into sales is lengthy, but you can expedite it by making it more personal for yourself and your potential client.
The appointment-setting process is not only incredible because it allows you to talk directly to your potential customer. But it also allows you to convince them why they should sign up for your offerings. You have a better chance of converting your lead into sales which is incredible for a growing brand.
There are plenty of appointment settings service providers available, so you can outsource this aspect of your business if need be. They are affordable and convenient, so your end will have less workload.
So, if you’d like your business to grow manifold, an appointment setting would be a great start to move your leads into the sales funnel.