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Guest post by: Adam Fridman Become an Author

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Here are some tips on knowing when and how to close the appointment setting task. Be sensitive to your prospect’s responses

When your prospect begins to ask questions, it is a surefire giveaway that he is interested in the product or service offer. Do not come up with answers if only to be able to respond to the question and provide an answer. Be open, frank and candid and tell your prospect that a face-to-face meeting with your client can and will address your prospect’s issues and concerns. You may not necessarily be knowledgeable enough to answer your prospect’s question as precise as your client does and trying to invent or making up answers or even making promises can destroy your prospect’s trust.

Direct questioning technique

Asking questions and engaging your prospect in a two-way communication process such as a dialogue can be very productive for both the sales agent and the prospect. Questions to ask may include: “are there considerations we need to take into account on your availability?” or you may ask, “would you prefer a presentation over a demonstration of the product or service?” Be sure to inform your client immediately of your prospect’s particular needs. The sales representative’s duty and responsibility does not end in the appointment setting itself, it is just the beginning. It ends in the successful face-to-face encounter between the sales representative’s prospect and client.

Provide closed options

Giving your prospect the opportunity to choose an appointment schedule is a good way to establish control over the appointment setting tasks. If your prospect is trying to figure out his availability, you may try to suggest options that he might want to consider. You may say, “Would Monday afternoon be an ideal time for you or would Tuesday morning be better?” In this example, appointment schedule options were offered to the prospect - a choice was offered between two possible days, a Monday or a Tuesday. There is a second key element in this option offered – it gives a difference of only half a day – between Monday afternoon and Tuesday morning. In effect you are providing options of very close intervals thus sustaining the interest level of your prospect and making the face-to-face meeting with the prospect and your client as early as possible.

Narrowing the time gap between call and the appointment

The time difference between the call you made to your prospect and the actual appointment schedule can; 1) greatly reduce the chances of cancelled appointments 2) sustain or reduce your prospect’s interest levels. The rule of thumb is to try to schedule the appointment within a maximum of three (3) days after you have made the call. Making the appointment longer than 3 days can turn a hot prospect into a cold one, eventually making the prospect lose interest. Always remember to check every now and then for your client’s updated appointment schedules to ensure that you are closely coordinated.

Good use of questioning techniques and listening skills can be very helpful in closing the appointment setting task. Always remember that your task is to set the appointment and not to close the deal between your client and your prospect. Follow through with your client on your individual prospect’s needs and wants and make sure that everything is in order for a successful face-to-face meeting.

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