Appointment Setting: The Dos and the Don’ts

Setting appointments has never been simple, but now your prospects’ behavior makes gaining those crucial initial encounters even more difficult. The fact is that you’ll have to expand your B2B firm, you need to step up your game. We’ve put up a list of five key suggestions to guarantee that your appointment-setting efforts are as successful as possible.

Reliable and Relevant Data Only

You’ll waste too much time and energy phoning people who don’t need your service or product if your network wasn’t created expressly for your campaign. These folks are unlikely to become customers, and phoning them wastes time that may be better spent pursuing more promising leads. That’s merely one of two issues caused by low data quality. Data degrades by up to 30% each year, but if you utilize old, out-of-date data, you’ll miss out on most of your relationships. Before you start an appointment-setting campaign, double-check that you’re working with accurate information on prospects who could become clients.

Research Your Prospects

Research Your Prospects

Appointment setup calls that are made only for the purpose of securing a meeting misunderstand the goal of telemarketing. A meeting is not a goal in and of itself. Your ultimate aim is to close a transaction, and the better option to do it is to arrive at a meeting well-prepared. These calls are an excellent way to acquire the type of information that allows for such planning. Instead of approaching a call as an interrogation, listen for any signs that could indicate that some other person is open to a question. Knowing what to ask, when to ask it, as well as how to ask it, like other soft talents listed above, takes practice.

Offer them Choices

Give the folks who answer your calls a variety of options, but never ones that need a yes or no response. “Are Mondays or Fridays better for you?” should always be an absolute yes. People maintain some power with these options, but the discussion is far more likely to move in the direction you want it to.t

Be prepared to Counter Objections

Be Prepared to counter objections

Eventually, you’ll run across a potential customer who says things like “We’re not purchasing right now,” “We’re content with our present supplier,” or any other response to your request for an appointment. Just make sure you have enough ammo on hand to deal with any potential concerns.

Related: How Outsourced Appointment Setting Teams Help Accelerate Growth

Avoid Obvious Sales Pitches

Avoid obvious sales pitches

Your initial goal is to set up a face-to-face encounter where you may present your proposal. Making an appointment is primarily about creating the first contact and obtaining information about a prospective customer’s present problems and challenges, as well as how you might well be able to address and overcome them by working together.

Don’t show Desperation

Nothing is less enticing or compelling to a potential client than a seller who seems desperate to schedule an appointment. Schedule an appointment, but don’t be desperate about it or seem as if your life depended on it.

Avoid Back-to-back Appointment Schedules

Giving yourself some room to maneuver in your calendar by avoiding scheduling appointments back-to-back is a good idea. A tightly organized calendar simply raises the likelihood of it coming apart at the seams. You may just allow a gap of time between all of your meetings to cater to normal life hassles.

Avoid Back-to-back Appointment Schedules

This time buffer gives you the opportunity to prepare for an appointment, travel, and organize your person and possessions. It also serves as a safety net in particular instances of any of the aforementioned problems arising during your trips or preparations. You’ll have a little of a time cushion if an appointment runs late or is otherwise delayed.

If you struggle with booking meetings, it might be beneficial to acquire an appointment-setting tool. When exploring these options, be sure to review the key features of appointment scheduling software to ensure that your specific needs are addressed effectively. This can save you time and streamline your appointment management process.

Related: How Much Should Appointment Setting Services Cost?


These guidelines may be used for any sort of appointment or meeting, whether at work, at home, at school, or elsewhere. When scheduling appointments for yourself and others, try one or more of these suggestions. You’ll notice a significant difference in your schedule!