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5 Appointment-Setting Tips

blog author
Written by Bob Croston
Vice President, RAIN Group

Breaking into new accounts and setting meetings is one of the most difficult tasks sellers face. But if you want to be successful in sales, you need to be able to build your own pipeline and drum up your own business. You need to be able to prospect for new business with great success.

To increase your odds of landing initial meetings, follow these five appointment-setting tips:

  1. Reach out during "off hours"
  2. Use multiple media
  3. Follow marketing's lead
  4.  Leverage referrals
  5.  Ask for the meeting


1. Reach out during "off hours"

Business leaders don’t punch in at nine and out at five. The gatekeepers, however, are a different story. If you're trying to get through to an insulated executive, try calling early in the morning (before 8 AM), late in the evening (after 6 PM), or during lunch.

One of my colleagues has had great success reconnecting with prospects when he sends emails first thing in the morning (4 AM)! This strategy not only ensures he gets his all-important follow up done before the day gets away from him, but also gives the prospect the opportunity to respond that day—and they often do.

Download: 5 Sales Prospecting Myths Debunked


2. Use multiple media

Appointment setting isn't just about cold calling. It can take more than a dozen touches to get a prospect to respond to you. For appointment-setting success, you must reach out a number of times, using multiple media. Prospects are busier than ever and inundated with marketing and sales messages and meeting requests. You can break through the noise, but it's unlikely you will do so on your first try.

Leave voicemails, send emails, drop a package in the mail, write a hand-written note, mark up an article to send. And if you do get a "no," to your meeting request, read this post to overcome common cold-calling objections.


3. Follow marketing's lead

You'll have much greater success setting appointments with prospects who have already interacted with your company's brand in one way or another. Make sure you get the information you need from marketing to follow up on:

    1. Website downloads: If you offer intellectual capital such as white papers, webinars, or research on your website, the list of prospects viewing this content is prime for sales follow up.
    2. Website visitors: There are many technologies that notify you when a prospect is visiting your website. This is especially useful if you’re trying to reconnect with prospects you've already spoken with. It lets you know 1) you're on their mind, and 2) they are likely at their desk or computer right now.
    3. Event attendees: Make sure you get the full attendee list of any events your company sponsors, or better yet, at events where your company executives speak.

4. Leverage referrals

Referrals are gold. When someone refers you, the trust your prospect has for the referrer transfers to you. This gives you a huge advantage as buyers will be more open to speaking with you.


5. Ask for the meeting

This is appointment setting 101, but many sellers forget to do this simple thing. When asking for the meeting, be specific. For example, don't just say, "Would you like to meet about this?" Say, "I have time on August 7th at 10 AM. Can you do it then?" Asking to meet at a specific date and time changes the question from, "Do you want to meet?" to, "When do you want to meet?"


Setting appointments with new accounts takes hard work and persistence. You’re going to hear a lot more nos than yeses, but if you follow these tips, you’ll increase your odds of getting through and securing a meeting.

When you do get the meeting, be sure to read 7 Steps to a Successful Sales Meeting When the Seller Drives the Demand to increase your odds of success.

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RECOMMENDED READING >> 50 Powerful Sales Questions


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Topics: Sales Prospecting