In a business-to-business (B2B) sales setting, appointment-setting is the first step in connecting businesses with potential clients. It’s also one of the most important steps – and can be tricky to get right.
To avoid wasting time, follow these tips to create an efficient appointment email structure. This will reduce back-and-forth emails and miscommunication, and help you move from chaos to order.
Organizing Your Schedule
Whether you’re planning a trip, meeting with clients or arranging a class, your schedule is essential for staying organized. It’s important to know how to prioritize and arrange appointments so you can accomplish everything on your to-do list without feeling overwhelmed or stressed.
Start by ranking your tasks in order of importance and scheduling the most important ones first. This will give you a clear picture of what your day looks like and help prevent overlapping appointments. It’s also helpful to leave yourself a buffer of time between appointments to avoid running late.
Choose a software that allows you to customize your appointment booking process. Look for features such as an ability to create a custom form to gather information prior to the appointment, and a system that can detect and notify participants of time zone differences. Also, be sure to select an application that offers a secure and reliable payment solution. This will make it easier for your clients to pay you and will help keep track of payments made.
Identifying Your Target Audience
Once your team has a clear understanding of the goals for the appointment setting campaign, it is important to identify the target audience. This will allow your team to personalize sales pitches and align them with the needs of each individual lead.
To do this, you should create a unique Ideal Customer Profile (ICP) for each business. This profile should take into account factors like the size and age of the company, the type of products or services they’re likely to need, and more.
Using ICPs will also help your team generate interest by highlighting pivotal selling points. When a prospect hears these points in an email or over the phone, they will be more likely to schedule a meeting. This will give your team a chance to deliver the value proposition and ultimately close the deal.
Creating Appointment Templates
Appointment templates speed up the process of creating appointments by allowing you to create specific event types with preset appointment characteristics. For example, you can create an appointment template that automatically identifies the date of your next scheduled follow-up session with a client or one that includes all necessary fields to capture a new customer’s contact information and preferences.
You can include a default location field that allows clients to select a physical location or a link to online meeting applications like Zoom, WebEx, Google Meet, and others. You can also use this form template to ask a series of questions your clients need to answer before they schedule an appointment.
The Event Bookings section of the appointment template provides options that allow you to indicate the maximum number of this event type you wish clients to be able to book each day. You can also specify how far in advance you would like clients to be able to schedule this event type.
Creating Appointment Blocks
If your institution uses the Appointment System and you’re a staff member, you can create and manage blocks of time that students can reserve appointment slots for. You can set these appointment blocks from the in-app calendar in Day or Week view. When you create a block, you’ll see that it shows up on your own calendar as an event with a grid symbol in the upper left corner. This will help your students recognize your availability.
You can choose the date, the start and end times of your appointment block, and the duration of each slot (the default is 30 minutes). You can also select which appointment types you’re willing to offer during this time, if you’ve configured these in your user settings. Lastly, you can select whether this availability repeats daily, weekly, or on some other recurring cycle. Once you’re done, click Publish to make your appointment block available. When someone reserves an appointment with you, you’ll see that event in your calendar alongside the original appointment block you set up.