Appointment Scheduling Tips To Avoid Scheduling Mishaps

Appointment scheduling best practices

Scheduling Mishaps: What to Avoid When Setting Appointments

For many companies, appointment setting is crucial to the overall success of the business. For medical based businesses and those that rely on sales, the ability to secure an appointment can be the difference between profit and loss. During the appointment time, you will be able to show them why they need your product or service. You’ll answer any questions and quiet any concerns. Then finally, begin the process of building a solid relationship with the customer. But without the ability to book the initial appointment, this cannot be achieved. So, what, if anything is your company doing wrong? Here are some mistakes to avoid when scheduling appointments.

#1 You’re Pitching to the Wrong Person

You’ve practiced your pitch and think you have the perfect thing to say to book with a potential client. You make the call and flawlessly deliver your proposal only to find you’re not talking to a decision maker.  Now your sails are deflated and you have to perform it all over again. Thankfully, this is an easy fix. Just make sure that the person you are speaking with can make (or influence) a decision ahead of time. This is where a little research comes in handy.

#2 You Jump Right into Your Call List

Lots of people in sales believe that by rushing into a call list, you will be able to get through as many prospects as possible. Sure, you may talk to more potential clients by flying through the list, but that doesn’t always lead to a booking. According to author Aja Frost’s sales stats on how to sell smarter, it takes an average of 18 calls to connect with an interested party. So, when you do connect with a potential buyer, you need to know something about them and their needs.

Consider this example: You’re trying to book appointments for a dentist office and calling past patients who haven’t booked in a while. Instead of just calling them up, you might take a second to find out how many children are in the family. Then, when you call, you could offer same time appointments that would interest a mom of three.

#3 You’re not Asking Enough Questions

According to Gong Research Lab’s research, booking an appointment is all about the questions you ask. When studying over 500,000 calls, they found that asking 11 to 14 questions during a sales call greatly increased the caller’s chances. Things to ask about include issues the company is having, objectives for the future, and end goals. Just make sure that you’re spacing out your questions since a “checklist feel” can stop a sale. You want the conversation to feel natural and not like an interview. Asking questions that show you’re generally interested in helping the customer may just equal appointment booked.

#4 You’re Using the Wrong Terms

With appointment booking, what you say really is key. But it’s not just the overall message that counts. Gong’s research also found that using collaborative terms or phrases distinguishes top salespeople from mediocre ones. Instead of leading with words like “I” and “you”, try “we”, “us”, and “our.”

Also, make a point to mix in confidence inspiring words like “absolutely” and “definitely” while avoiding conversation sales droppers like “show you how”, “discount”, and “free trial”.


Once you’re pitching to the right person, doing some research about potential clients, asking the right questions, and using the right words, your appointment setting numbers will soar.