Setting Appointments, Part 2

Posted on May 2nd, 2006

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Some time back, we lobbed our first grenade at the current method of setting appointments through mass phone calls. It’s become one of our most popular posts.

Finally, we come through with a follow-up. The short message: call when companies are ready to work with you! And here’s how you find out when that is…

A Little More Background
This script was born out of a group of sales professionals’ frustration with setting appointments using a plow-’em-down script. While the group I worked with was able to set appointments on a regular basis (not the script in part 1 of this series), too often the appointments would be less reliable than desired. In other words, decision-makers would reschedule, or no show. Has this happened to you?

The result was a script designed not to close hard for the appointment, but for the timeframe when an appointment would make sense. Again, the assumption is that an appointment makes sense, otherwise the sales professional wouldn’t be calling. But the focus is on when the appointment should take place. Here it is.

The Alternative Script
“Hi, Jim? This is ______ with ______ . We help companies ______ (insert short benefit statement) while also ______ (second short benefit statement). I was simply calling today to get an idea for when you’ll be seriously evaluating the effectiveness of your ______ (insert the process you can help them shave costs in or streamline procedurally).”

Your reason for asking this question is to a) plant the seed that you exist, b) establish that you have a solution with a clear benefit, and c) clarify that you are interested in sitting down with the decision-maker only when it makes sense to meet.

Your Follow-up Script
Then, once you’ve recorded that timeframe on a calendar, and that time has come, you use this script:

“Hi, Jim? This is ______ over at ______ . We spoke a short time ago about when you’d be ready to evaluate ______ . Are you free this Thursday morning?”

Why set appointments with individuals that aren’t open to evaluating your solution? Why meet with individuals who aren’t really ready to make a decision after meeting with you? Why waste time in your selling days with buyers who simply enjoy visits? Your time is too valuable for decision-makers who aren’t serious, or at least “in the market” for what you offer.

Using these scripts can help you weed out the casual shoppers from the companies you really want to meet with: those serious about taking a look at their business effectiveness and your solutions.

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Tags: cold call, cold calling, sales appointments

5 Responses → “Setting Appointments, Part 2”

Dan Tudor

3 years ago

Great series of articles. The big question for sales pros: Do you have the patience to build some “cold calling raport” with your prospect? If so, this is a great way to do it.

Well done guys. Love your stuff.
Yokee World

2 years ago

I came across your site last week as I searched for information on appointment setting. After reading your post on prospecting calls for appointment setting , I added some of your verbiage to my current cold calling script and it has worked like gangbusters! It’s not pushy, aggressive nor intrusive.

Thanks and Continued Success to you.
Brandon

2 years ago

I am so very glad to hear that. Thanks for responding I hope you continue to enjoy your results and the process. Thanks for contributing!
Scott

2 years ago

I like where your going with this. Here is one that I use. I used to hate cold calling and even ran myself into a panic attack. No fun. Anyway. I went and studied my butt off on how to make calls. I came up with a script that made me the #1 new business sales person for one of the largest benefits firms in the country. I litterally tripled the production of over 43 other agents in our company. Here it goes.

Hi John(I always use first names). This is Scott from xyz company. I hope I didnt catch you at a bad time… do you have a minute? (they almost always say yes. If they say they’re busy, I say, “Oh, I’m sorry, I will try you back later today” And they almost always take my call when I call back. I think they respected that I respected their time.

After a yes, I go on to say:
Recently, I’ve been working with abc company in parsippany, nj where I was able to reduce their healthcare insurance costs by $45,000 annually without changing the benefits to their employees. For your next renewal, would you be open to learning how ABC was able achieve these results? If these ideas work for you great, if not, i will definitely be on my way. (they either say yes or tell me when they renew)

The only objection i give is this. If they say NO. I assume that its not the right time. I say, “I understand, would it be ok if I called you when your closer to your renewal and its more revelant to you?” I always get a yes and a renewal date.

It works. Try it. Few tips… be honest, assume that they’re being honest to you. Be polite, soft spoken. I always ask for permission to speak. I equate cold calling anyone to walking in their office unanounced. You wouldnt walk into your bosses office or even a coworker and just start blabbing away. Thats rude. You would probably knock on the door and ask, “hey, do you have a sec.?” If they said im busy… you would say, ok… i’ll catch up with you later.

Cold calling doesnt have to be hard…be honest, be yourself and accept it when someone says there not interested and move on to someone who is. Good luck