Appointment and Schedule Management

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Below we list the best resources about tools, apps and techniques that can help salespeople schedule large numbers of appointments and manage their schedules, collected by a team of expert editors.

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Once a prospect has shown interest in the product and been qualified, the SDR has to set up a meeting between the prospect and an account executive. This comes in two parts:

  1. Getting the prospect to agree to a meeting.
  2. Scheduling the meeting.

The first part is usually seen as the difficult part, but if the prospect is well-qualified then they should be eager to take the conversation further. The second part should be the easiest step of the entire sales prospecting process. But with 20-30 meetings to schedule each month, this final part of the process can still be fraught with difficulties:

  • You may be working across multiple time zones. There could be only a narrow corridor of time where business hours overlap.
  • The SDR is managing the availability of two different people—the prospect and the AE—and has to coordinate the schedules of both.
  • This issue could be further exacerbated by more decision makers at the prospect company becoming involved. Scheduling could involve a half-dozen people.

This leads to inefficiency problems. SDRs spend time in the back-and-forth of scheduling rather than in the important tasks of prospecting and qualifying. Errors here can also cause problems for the company as a whole. Mis-scheduled or missed appointments are bad for the company and the prospects may choose not to reschedule.

This then requires appointment and schedule management on the part of the SDRs. Shared calendars and scheduling tools make this process more automated and less time-consuming. These usually use access to AE calendars to give prospects a range of times the AEs are available to choose from. These times are then automatically added to the SDRs email to the prospect, effectively taking the scheduling out of their hands completely.

The final step for the SDR is to follow-up and confirm the meeting, usually about 24 hours in advance. This is best done via phone call so you can get a verbal affirmation from the prospect that they and their team will be on the call the next day with the AE.

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