How to set an effective appointment?

- Appointment setting is often perceived as a challenging task. But doing this over
the phone is increasingly difficult. While handling the pressure of placing
calls and capturing the attention of prospective clients, appointment setters are
also expected to set quality appointments.

Here are a few simple, yet effective tips that you should remember before you
pick up the phone.

Direct to the point

Business people are busy people. If your call is accepted by the client, make sure
to use this time to deliver the message. Go straight to the point and start the
conversation with a strong opening statement.

Know your script by heart

Develop a script and refine it until you come up with a strong and effective one.
However, instead of merely memorizing these lines, make sure that you know
your script by heart. As you utter the words, clients would feel the sincerity in
your voice; thus, increasing the chance of getting the client’s trust.

Positive outlook

Having to deal with a lot of clients, it is important to have a positive outlook in

order to yield satisfactory results. You may find it hard to get the attention and
trust of your clients at first. But, negativity may not help either. So, before you
pick up the phone, take a deep breath and don’t forget to smile. You can do this!

Listen

Some people are so focused on their script and selling their products, they
sometimes fail to listen. Listen to what your client has to say and focus on that. If
they ask certain questions, then this must be a good sign.

Be flexible

If the client decides to refuse the appointment, give him/her a chance to think it
over. Mind you, these people may be dealing with a lot of things at the moment.
Instead of convincing the client to schedule an appointment with your company
this month, you should also consider asking, “When is a good time?”

As you learn to master the art of appointment setting, try to incorporate these tips
one by one. Soon, you’ll be able to handle these calls with ease and eventually
reap the rewards of setting high quality appointments even over the phone. Things
may be difficult, but you’ll have to learn to adjust and harness your skills in order
to succeed.
- It does take a lot of effort and patience just to get connected to your prospect and
when someone answers the phone it is probably the only window of opportunity
that you surely would not want to miss.

Good first impressions last, so here are the steps you need to take for your
effective telesales efforts.

Steps to Effective Lead Generation Appointment Setting

1. Lead Generation – The Opening

✓ It is extremely important that you initiate and create a favorable condition for a
warm and friendly conversation by the quality and tone of your voice. Your
character as well as your temperament is revealed. A picture of you in the mind of
the person you are talking to begins to take shape. It would be great to have them
mesmerized by your voice but I do know that not everyone is gifted with it. Try
listening to yourself by recording your voice and find out if there are
improvements you can make. Ask a third party for confirmation. Keep practicing
if you think you need to improve on it until you find just the right blend and until
you are already comfortable with it.
✓ Speak clearly and distinctively. The person on the other side of the line can
immediately perceive if you are worth the time and effort. You would not want to
waste their time and lower their interest level if they have to strain their ears to
understand what you are saying.
✓ Combine the two previously mentioned points and add the words that you will
use in your conversation, you then complete the opening delivery of the message
you hope would get attention. Just a simply “hi” or “hello” without necessarily
saying “good morning / afternoon / evening” can take away formalities that may
be regarded as rigid and cold.
✓ Avoid exaggerated claims and promises such as “I can show you a way to be a
millionaire.” Such claims and promises challenges the intellect of the person you
are talking to which can be quite offensive. Focus the conversation on the
measurable and substantive benefits of the campaign and its subsequent results
without the larger-than-life guarantees.

2. Lead Generation – Introduce Yourself

✓ It is proper and polite that you state your name after the opening. Don’t wait for
the prospect to ask. As a rule, the caller is expected to state his / her name before
proceeding with the conversation.

3. Lead Generation – Explain the Purpose of the Call

✓ The Explain the Purpose of the Call step sets the stage for a productive
discussion and may hold or even elevate your prospect’s attention level. Your
prospect can now determine if you will be worth talking to or to completely drop
you.
✓ State your call objectives. I think that this would be the best way to present
your idea in a precise and logical manner. Indicate your openness to engage your
prospect in a productive conversation that will encourage participation and sustain
the attention and interest levels.
✓ Handle objections well. Provide the necessary information needed by your
prospect. Do not get yourself engaged in an argument. Remember that your
primary purpose is to set up the appointment and not take over from the client. So
provide only the necessary information that leads to an appointment.
✓ Your call purpose is the benefit that your prospect would want to have. Take
the viewpoint of the prospect. This step is crucial in determining whether or not
you have succeeded to move on to the next step.

4. Lead Generation – Set the Appointment

✓ Once you have your prospect’s interest have him agree with you for an
appointment as soon as possible. Delays can turn hot prospects to cold. Interest
may wane and it may take twice the effort to gain it back.

Having the Right Approach

5. Lead Generation – A Positive Attitude

✓ Oftentimes we mirror back to the person we are conversing with our attitude
and feelings. We set the character and tone of the discussion. If we project
confidence in the things we say, our prospects responds with affirmation. If we
are not confident, the prospect can sense this and may respond apprehensively.
✓ We must possess a mindset of win-win. Make the prospect feel that he may
have so much to gain from having the appointment. But make sure that you
handle the conversation taking things from his perspective and not yours. Your
prospects will feel good from a well delivered appointment setting effort and you
gain their respect.

6. Lead Generation – Preparation

✓ Is there a need to emphasize preparedness? We know for a fact that a well

prepared appointment setting effort does not come from a scripted approach. It
comes from having a good understanding and knowledge of the details of the
appointment. Having all the information and providing the same at the right time
shows your professionalism and sensitivity to the needs of your prospects.

7. Lead Generation – Timing

✓ It has been said that timing is key to effective appointment setting. Learn and
know when it is time to provide additional information, when and how to handle
objections and finally, when to lead the conversation to an appointment setting
close.

8. Lead Generation – Flexibility

✓ Be flexible in both your conversation as well as your personality with your

prospects. If the prospect carries the conversation from one subject to another,
listen and respond with empathy then bring the discussion back to your
appointment setting objective. It is beneficial to have not only an objective
connection but more importantly a personal one.