What’s An Appointment Setter & How Can They Help My Business?


What’s An Appointment Setter & How Can They Help My Business

Scheduling an appointment is a simple task. However, any small business owner knows that finding the time for even basic tasks can be tricky when running a company. The problem is that setting appointments based on new leads is one of the best business generation opportunities. How do you manage to juggle that with all the other critical business tasks that only you, the business owner, can handle? You don’t need to handle appointment-setting yourself. You can outsource this work to a virtual appointment setter.

What is an appointment setter? What specific services does an appointment setter offer? How can their services benefit your business? The following guide addresses these topics and more.

What Is An Appointment Setter? What Does an Appointment Setter Do?

An appointment setter is responsible for arranging and scheduling various appointments for a small business owner. An appointment setter can be an individual or a team. Outsourcing companies can help small business owners find the right virtual appointment-setting assistant for this task.

A good appointment setter could also assist with lead generation. For instance, an appointment setter may identify and contact potential customers. They can then initiate the sales process by scheduling appointments with these new leads. They may follow a script when doing so to ensure reasonably consistent results.

That’s just one way you may benefit from hiring someone to schedule appointments and handle related tasks. Along with facilitating connection with potential clients, an appointment setter can help your business by:

Guiding Leads Through the Sales Pipeline

Establishing formal sales pipelines is very important for any business. According to the Harvard Business Review, companies that establish clear sales processes earn more revenue than those that don’t.

Nurturing leads during their early interactions with your company may be one stage of the sales pipeline. Your appointment setter could assist during this phase by promoting your services and guiding leads to the next step, which would be establishing an appointment.

Identifying Opportunities

You might not have time to research new business consistently. This is particularly likely if you’re a small business owner. With many tasks on your plate daily, you might have little freedom to search for new leads.

An appointment setter can handle this task on your behalf. They won’t merely schedule appointments with leads—they’ll research opportunities you might have otherwise missed. A skilled appointment setter who also has good lead generation skills could help you obtain increased sales with their efforts.

Reaching Potential Customers at All Times

When you work with an outsourced appointment-setting service, you typically have a certain degree of flexibility when you define the nature of the work your appointment setter will do. For instance, you may hire an appointment setter specifically to ensure that someone is promoting your business when you’re not working.

Maybe your business is beginning to reach a global audience. You may have the opportunity to serve clients across numerous time zones if so. However, you’re still just one person. You can’t focus on running your business 24/7.

An appointment setter can assist you in this capacity as well. If you hire an appointment setter to reach out to leads in different time zones when you’re not actively working, you can cast a wider net.

Using Technology

A dedicated appointment setter may already have innovative tools and resources they use in their work. Hiring an appointment setter allows you to leverage these tools without purchasing them yourself.

An appointment setter’s professional experience may also offer them insights into how you could reach more clients. Hiring an appointment setter who has experience setting appointments or generating leads in the same industry you work in can bring their prior experience to bear on how they perform this work for you. You’ll have the chance to benefit from their expertise.

Focusing on the Right Leads

Time spent identifying and nurturing leads isn’t universally time well-spent. You need to identify and nurture leads who are likely to become actual customers to maximize your return on investment.

An appointment setter’s primary focus is helping your business grow by identifying opportunities and setting appointments accordingly. One way they achieve this goal is by learning about your target audience and cultivating the types of leads that have the greatest chance of delivering value.

Identifying Winning Strategies

Your appointment setter will use the materials and instructions you’ve provided when contacting leads and discussing your company. As they continue to speak with leads, they may learn about what tactics are most effective at convincing leads to take the next step in the sales process.

Your appointment setter can apply what they learn to improve their own performance. Additionally, they may share their insights. You can benefit from applying those insights to optimize your overall sales processes.

Customizing the Approach to Lead Generation

Don’t assume an outsourced appointment setter will use the same script and overall approach when contacting leads for your business as they do when contacting leads for another client. An appointment setter can work with you to agree upon an approach that reflects your brand and aligns with your goals.

Choosing the Right Appointment Setter

a business owner looking at her appointments on a device while speaking to their outsourced appointment setting agentWhen you interview the person who will be your appointment setter, be sure to discuss how they will learn about your industry if it’s unfamiliar territory for them. Although you will no doubt provide them with information about your product, if the appointment setter is willing to dig out additional information that could help with their tasks, that’s a good sign. Find out how they’ll handle unpleasant calls. Ask them how you can communicate with them about the work to be done and about what their expectations are from working for you. As your conversation with them progresses, ask yourself if you’ll be comfortable having them represent your company.

Learn More About What an Appointment Setter Can do for You

An appointment setter is more than just someone who schedules meetings and sales calls. They can play a critical role in your bottom line.

That’s why it’s important to hire an appointment setter you can trust to deliver quality service. At PEAK Outsourcing, we offer outsourced appointment setting services to meet your needs. Find out more about what we can do for you by contacting us online or calling us at 866-861-1731 to discuss your project.

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Your company may benefit from outsourcing certain functionality that you currently perform in-house. The resulting benefits can transform the way you do business and provide a greater focus on your core business functions.  Submit a contact form or call Peak Outsourcing today at 1-833-831-7325 to discuss how our team can help you achieve your goals.

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Patrick Freking
Connect with Patrick

Patrick Freking


Pat has built a long and varied career across multiple areas. He graduated with a BS in Finance from Arizona State University and got his start in the business world as a healthcare consultant for some of the largest hospitals in the world, including St. Luke’s Episcopal in Houston, TX and Brigham and Women’s Hospital in Boston, MA.

Pat then ventured into the banking industry, gaining vast knowledge of all facets of commercial and retail lending. Following this, Pat built on his depth of sales skills and worked as an enterprise representative, selling Oracle applications and software implementations to Fortune 500 companies, as well as he had the opportunity to represent an accounting firm focused on the implementation of Sarbanes Oxley regulations.

In 2004, Pat started his own real estate development and management company. Over the years he developed and managed multiple commercial properties throughout Arizona and Texas. It was then that Pat sought out the resources of third party outsourcers for many support functions of his business and grew to understand how important these operations were to the success of his own company.

Pat believes the key to his success has been choosing to build his businesses with strong partners. “The one thing I am certain of is that businesses are only as solid as the teams that build them. You have to trust and genuinely believe in the people you put in front of your customers. It’s my commitment that Peak’s partnership with your business will be one you can depend on”.