I had never given much thought to the sales meeting scheduler until it became a problem. It was just one of the many things I didn’t have time for. But good thing we have now the ways to improve our appointment process through some scheduling appointments tips.

I was swayed by the idea of free tools, but I came to see that making sales appointments is much more important.

Heres why.

It takes a lot of back and forth to find the best time for everybody.

Besides impacting productivity, no-shows can also lead to a lot of missed opportunities. It’s not uncommon for 25% of scheduled meetings with Sales Development Representatives (SDRs) to be canceled at the last minute. Below are the effective scheduling appointments tips.


Need Help Automating Your Sales Prospecting Process?

LeadFuze gives you all the data you need to find ideal leads, including full contact information.

Go through a variety of filters to zero in on the leads you want to reach. This is crazy specific, but you could find all the people that match the following: 

  • A company in the Financial Services or Banking industry
  • Who have more than 10 employees
  • That spend money on Adwords
  • Who use Hubspot
  • Who currently have job openings for marketing help
  • With the role of HR Manager
  • That has only been in this role for less than 1 year
Just to give you an idea. 😀

Scheduling Appointments Tips

  • In many businesses, appointment setting is a crucial part of the sales process.
  • It takes time to arrange meetings, so the number of meetings will have an effect on conversion.

It’s especially important to have a meeting scheduled within 9 days of when you first contact the prospect. If it takes more than 30, then only 47% will meet with you.

I already created a category in my sales tech stack with 20 tools that are focused on helping people schedule appointments.

scheduling appointments tips

Lets explore 4 scheduling appointments tips that will help you more easily schedule appointments with your prospects.

1) Add Appointment Scheduling Tools to the Stack

Calendly and Assistant.to are two of the most popular scheduling automation tools on the market. Here some scheduling appointments tips for those tools.

He realized that there must be a software solution to the problem, so he looked into existing solutions. However they either required too much work or were specific to certain professions.

He wanted to make the process of integrating his company into other platforms very easy, so he made it possible for prospects to see which representatives were available with just a URL inserted in an email or website. The prospect then has to choose among these options.

This type of tool is designed for speed and simplicity, making trials signups easier. This will lead to broader productservice adoption.

The paradigm also has to be integrated with calendars, websites, communication and conferencing tools. It should have a CRM for activity logging or payment options.

2) Use Appointment Scheduling into the Workflows

Many sales engagement vendors now offer this capability, and new entrants are pushing to combine scheduling into the workflow for all parties involved.

Olof Math from Mixmax spoke with me about his vision of integrating communication into email and CRM tools.

The three founders of this company pride themselves on their communication skills and competing with other companies like Skype or Google.

Users can take action from the message by clicking one button. This is a great way to automate surveys, polls, and content.

3) Focus on Conversion Rates Not Just on Appointments Booked

The founder of Chili Piper, Nicolas Vandenberghe convinced me to create a category for appointment scheduling. He is the perfect example of an app that specializes in this area.

He approaches scheduling from a different perspective than most people do. He doesnt just set up an appointment with the customer, but he also assigns that lead to one of his salespeople.

One of the important scheduling appointments tips is to give equal opportunity and responsibility for leads. Collecting data can take time, which means the promise of instant booking will be broken.

Nicolas thinks that the industry needs to go beyond saving time on average meetings. He feels as though it should be easy and quick.

The success of a company should be judged by conversion rates. When you have an established product, people can self-qualify and dont need the help from sales representatives.

4) Automate Your Appointment Scheduling with AI

It has been around for years.

x.ai, an AI-based appointment scheduler and assistant for salespeople, was one of the first to be developed.

Clara Labs founder Maran Nelson had an interesting idea. She used AI to help with human assistance, then after many iterations she decided that was the right angle.

The UI they were using was not the best for booking time. It had language constraints and did not work well with all use cases.

The company realized that they need a human to oversee the automated process and prevent too many back-and-forth messages between customer and employee.

Review Your Internal Processes

When it comes to scheduling appointments tips, the most important thing to do is check if your process works well. Is it a leaky pipe, where the time for one deal eats into another? Or are you wasting time with things that don’t matter at all?”

Before you consider any of these tools, there are a few things to keep in mind. You’ll need to define your ideal appointment scheduling process first so that the rest will be easier. Next, it’s important for you assess where improvements can be made and how success should measured: enhancing SDR productivity or making their job easier.


Need Help Automating Your Sales Prospecting Process?

LeadFuze gives you all the data you need to find ideal leads, including full contact information.

Go through a variety of filters to zero in on the leads you want to reach. This is crazy specific, but you could find all the people that match the following: 

  • A company in the Financial Services or Banking industry
  • Who have more than 10 employees
  • That spend money on Adwords
  • Who use Hubspot
  • Who currently have job openings for marketing help
  • With the role of HR Manager
  • That has only been in this role for less than 1 year
Just to give you an idea. 😀
Editors Note:

Want to help contribute to future articles? Have data-backed and tactical advice to share? I’d love to hear from you!

We have over 60,000 monthly readers that would love to see it! Contact us and let's discuss your ideas!

Justin McGill
About Author: Justin McGill
This post was written by Content at Scale, a solution that uses AI + a team of optimization specialists to publish hundreds of high quality, SEO optimized content straight to your blog. It’s the first and only solution that allows you to truly scale content marketing.