Road Map to Drive Appointment Setting Success

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Every day, we hear from sales organizations that are at the end of their ropes.  They’ve got great teams of outside salespeople and an impressive group of appointment setters. They are usually doing well when it comes to making sales.

So, what’s the problem? Lack of efficiency and productivity in the sales process.

Team members spend countless hours coordinating schedules and tracking appointment outcomes. Performing this type of tedious work means there’s less productivity and fewer efficiencies in the appointment setting flow.  Teams need smart automation and tools to free up their time so that they could get focused and set more appointments that lead to more sales.

Appointment setting software offers different tools that can help your reps stay focused on the sales process rather than things like trying to coordinate calendars and track data.

Here are a few features you should look for when it comes to appointment setting features in a sales engagement platform and how they can improve your sales process.

Appoint Setting Features Your Sales Engagement Platform Should Include

Shared Integrated Calendars

Successful appointment setting campaigns require that your appointment setters to have access to view the most current calendars for the sales reps they’re scheduling appointments for.  The last thing you want is to have to reschedule an appointment with a prospect.  Make sure you’re using software that allows for integrated shared calendars to ensure appointment times are indeed available and in the proximity of the last appointment to allow for the drive time set.

Proximity Booking for In-Person Appointments

Your salespeople’s time is valuable and should not be wasted with needless drive time and hanging out in Starbuck’s in between appointments.  Today, there are geographic proximity booking tools available to ensure your appointment setters are scheduling meetings in proximity to each other.  Using appointment setting software that routes calls for a certain proximity within a certain radial distance from the other appointment’s zip/postal code or even longitude and latitude will make sure time and gas are used effectively.

Time Zone-Friendly Booking Tools for Phone Appointments

What time zone am I in? What time zone is the prospect in?… and what time zone is the outside sales rep in?!?!  Argh! With the internet, the world is getting smaller every day, and what time it is where you are versus where someone else lives seems to be more confusing than ever.  New tools are available that make this easier for appointment setters.   Again, look for software that translates all these time zones on calendars for you.

Logical Branch Scripting to Enhance Agents’ Focus on Campaign Objectives

An appointment setter’s primary focus isn’t to sell; it’s to get the prospect to agree to commit some of their time in the near future to speak with you or a sales rep.  Having a clear objective to focus on will help your appointment setters to stay on track and set appointments.  Logical branch scripting can help to keep things on track and clearly define objectives for getting appointments scheduled.

Automated Email Notifications

Software can now make sure everyone is emailed with notifications that an appointment has been set.  Look for software that can automatically send an email notification to members inside your organization and even .ics files that can easily be added to OutLook and iCal calendars.

Appointment Results Tracking

One of the biggest challenges is to get accurate feedback on appointment results.  Simplify the process for outside salespeople to report back on an appointment.  Use the same software in which the appointment was booked to enable a rep to report back on sales made, appointment quality, rescheduling needs, and appropriate follow-up after the appointment

Following best practices when it comes to appointment setting can improve your process and help you set more appointments.  Remember, the goal is to set appointments and fill the sales pipeline.  It’s essential to follow best practices so that more appointments get made, which will result in more sales.  Learn more about VanillaSoft’s appointment setting software and start your free trial today!


Scott Amerson VanillaSoft

Scott Amerson

As Vice President of Sales, Scott is responsible for leading our global sales team. He is a results-driven professional who brings more than 25 years of sales and executive-management experience to VanillaSoft. He is a proven veteran at building scalable infrastructure for inside sales and call center teams by defining key performance indicators, sales process, and training programs. In his previous role as Director of Sales at BenefitMall, Scott built and launched their inside sales team. In this position, he created and delivered policies and procedures, strategic planning, and technology integration leading to a 42% decrease in their sales cycle, and 30% increase in revenue per sale. Scott has also held prestigious positions at multi-million-dollar companies, including Capital One, where he overhauled the entire sales and training processes to drive goal-surpassing revenue from $300 million to $900 million. Scott holds a Bachelor’s of Science Degree in Marketing from Nicholls State University.

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