In some form, business professionals find that nothing happens until someone purchases something. Whether it is a product or a service, sales help determine whether we will achieve our goals. One critical avenue that leads to sales is having appointments. Very little is accomplished if a business is unable to see or deal with people in an appointment setting. Typically the more appointments that can be held, the better the opportunity to achieve greater sales results. With that issue being a critical need, what are some key elements of getting the appointment?

First, there are a few basics to always keep in mind: 

1. You need to smile. Whether in person or on the phone, a smile brings out a positive onset; 
2. Be sure your communication comes forth in a clear, concise manner. Keep it simple and easily understood; 
3. Clarify concerns and rephrase when necessary; and,
4. Always test for understanding. Never assume. This can help you avoid embarrassing interchanges and maintain a positive atmosphere.

Second, authentically greet your customer or prospect with enthusiasm. No one likes to deal with an unenthusiastic person. While enthusiasm will not guarantee a sale, it will guarantee that your commitment is recognized as being genuine.

Third, communicate the purpose and also the value of the appointment you are seeking. What are you attempting to do and how can meeting with you benefit the customer or prospect.  The “what’s in it for me”  from the customer point of view is key to success in your potential appointment.

Fourth, clearly communicate the value of your business and you as the professional. What value comes to the prospect or customer in meeting with you? What sets your business apart?  This is your chance to sell the “sizzle” that distinguishes you and your business in the marketplace.

Fifth, be sure to set some expectation of how long the appointment will last.  Here you might even utilize an odd time such as 57 minutes or 77 minutes as an example versus simply saying an hour. The difference in time virtually always catches the prospect’s or customer’s attention and can bring a smile to their face. Remember as noted above, keeping things in a positive frame of mind matters.

Sixth, expect objections to arise. When they do, respond with answers that address the concern raised. This will demand that you listen intently to what the prospect or customer is saying regarding your request.

For example, if a response comes that perhaps there is no time for an appointment, you should confirm your understanding of time crunches and that it is not your intent to take them away from critical business or personal demands. Then you might respond with a reply that would explore when they do take appointments, is that done during the day or is it an after-hours event and what days normally work best?  After hearing the response, offer an option of days and times the following week to gather possible interest. The key is that you listen and are probing for clearer information from them. Most often, you will find that your process will provide the appointment because you have listened and responded properly.

Seventh, when all has been set or has been decided to be addressed at another time, ask if there might be any questions or additional insights that you should address.  This will provide your customer or prospect a confirmation of your interest in them.  This confirmed interest is vital for a foundational relationship to be founded and developed.

Eighth, close the conversation and input your appointment or follow-up time into your reminder system. Then, be sure to follow up with reminders before the appointment time or to reconnect as agreed if the appointment was not set. Walking your talk is key to success.

As a final confirmation and also a nice added touch, send a handwritten card to the prospect or customer the same day of your interchange. Very few sales business professionals utilize this powerful confirmation. While email and texting are good and instantaneous, the old fashion handwritten card of thanks most often sets you apart from other professionals. There is also something about a hand addressed envelope and individual stamp that accompanies a card of this nature that insures your name brings your face to the mind of the prospect and customer.  

Appointments bring opportunities for sales to be made or business retained.  Use the above steps to help you grow your appointments and position yourself to achieve the results you need to effectively build your business and brand.